This notice sets out how Derbyshire Dales District Council (DDDC) will use your personal data, and your rights.
This notice relates to how we collect and process your personal data in accordance with data protection legislation when you respond to one of our consultations or surveys.
Dependent on the consultation, you can respond:
- By post
- By email
- Online
- Phone
The way in which your data is handled varies depending on how you submit your response, but all information submitted to us will be treated in accordance with data protection principles.
This privacy notice sets out:
- how we process your personal data when you respond to our consultations
- the rights you have under the UK General Data Protection Regulation (UK GDPR)
Who we are
Derbyshire Dales District Council is a data controller under the Data Protection Legislation and our Information Commissioners Office (ICO) registration number is Z6752355. We collect and process personal information about you to provide Council services and meet our statutory obligations. In line with the regulations for public authorities the Council has assigned the Data Protection Officer responsibility to the Director of Corporate and Customer Services.
This post is supported by an Information Governance Officer and data protection is monitored by an internal Information Governance Board.
The Data Protection Officer is part of the Corporate Leadership Team and can be contacted at
What type of information do we collect?
The information collected will vary. Some consultations do not need to collect any personal information and allow anonymous responses to be returned. Sometimes it is important to collect some personal details and demographic information of respondents. For these reasons a variety of information may be collected including:
- personal details such as name, age, and address
- family details
- lifestyle and social circumstances
- financial details
- employment and education details
- housing needs
- we may also process what is referred to as “special categories of information” that may include data revealing racial or ethnic origin and health.
How do we obtain your information?
Your personal information will be obtained when you respond to a consultation or survey. Dependent on the consultation, you can respond:
- By post
- By email
- Online
- Phone
- In Person
The way in which your data is handled varies depending on how you submit your response, but all information submitted to us will be treated in accordance with data protection principles.
For certain surveys or consultations where we are contacting you directly or are initiating contact, the personal information we process is provided to us directly by you for one of the following reasons:
- you may give us your personal data by filling in forms or by corresponding with us by post, phone, email.
- You may provide personal data when you respond to a planning related consultation for example.
- You may have provided personal data when you submit land or potential development sites to the Council for consideration through land availability assessments.
What is the lawful basis for us to process your data?
The Article 6 (1) of the UK GDPR lawful basis we are relying on to process your personal data are:
- Article 6 (1)(a) Consent: Consent has been provided to process your personal data for a specific purpose.
- Article 6 (1)(c) Legal obligation: the processing is necessary to comply with the law (not including contractual obligations).
- Article 6 (1) (e) Public task: the processing is necessary for the performance of our public tasks in the exercise of our official functions and the task or function has a clear basis in law.
For special category data, we rely on the following lawful basis from Article 9 (2) of the UK GDPR:
- Article 9 (2) (a)Explicit consent
- Article 9 (2) (g) Reasons of substantial public interest (with a basis in law)
- How will we use the information we hold about you?
We process your personal data as part of the consultation process:
- to contact you regarding your response or related matters
- to produce anonymous statistical data, for example about the types of individuals and groups participating
- to inform the development of our policy, guidance, or other work in the subject area of the request for views.
- In the case of consultations, we may publish a summary of the consultation response and. In some cases, the responses themselves (with any personal data redacted/removed in accordance with data protection legislation).
- We process the information internally for the above stated purpose. We don't intend to share your personal data with any third party. Any specific requests from a third party for us to share your personal data with them will be dealt with in accordance the provisions of the data protection laws.
Who we will share your information with (internally and externally)
If you respond to a consultation online, your information will be collected by Survey Monkey, our data processor. Here is their privacy notice.
Responses may be shared with the senior officers and elected members. Most of the time this will be anonymous, or we will not link your name and address and other personal information with your answers (this information will be anonymised)
Sometimes we may need to link your personal information with your answers, for example if we are required to by law and in other specific situations. However, we will only do this if we have clearly explained on the specific consultation. On some specific types of consultation this may mean your name and responses can be seen by people from other organisations. Again, if this is the case we will state this on the consultation in question.
We may share your data with other organisations which have a direct interest in the subject matter on which we are consulting, for example: other local government organisations. If we plan to share responses with other bodies, we will make that clear on the consultation.
We will share your data if we are required to do so by law and in accordance with data protection legislation, for example by court order.
Retention of your personal data
The Council will only keep this personal information for as long as is necessary, but generally this will be no longer than 6 years or as required by law.
Visitors to our website
When someone visits the Derbyshire Dales District Council website, we use a third-party service Google Analytics to collect standard internet log information and details of visitor behaviour patterns. This process does not identify individuals. If we do want to collect information about you via our website, such as through on-line forms, we will make it clear to you and explain what we intend to do with the data.
Find further information on website privacy and the use of Cookies.
Individuals Rights
Under data protection law, you have rights including:
- Your right to be informed – You have the right to be notified about the collection and use of your personal data.
- Your right of access - You have the right to ask us for copies of your personal data.
- Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.
- Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
- Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
- Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at
Data Protection OfficerDerbyshire Dales District Council, Town Hall, Matlock, Derbyshire DE4 3NNEmail:
Tel: or on 01629 761396.
You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Privacy notice review
This Privacy Notice was updated in August 2024 and will be kept under regular review to ensure that it is fit for purpose.
