Director of Public Health Annual Report privacy notice

The name of the project and a brief description of it

The Director of Public Health (DPH) Annual Report is a statutory report that presents the DPH's analysis and evaluation of the health status and needs of the local population, as well as the achievements and challenges of the public health system.

Leeds City Council is currently developing the 2024 report.  The report is produced by the Director of Public Health, Victoria Eaton.

The report will cover how people in Leeds are experiencing climate change and the effects of urban warming. The report will centre the voices of people from all areas of Leeds.  Input from residents across Leeds about their experiences is encouraged.

The data controller for this project

This Privacy Notice is provided to meet the requirements of the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA) to explain how we process your personal data in developing the report.

Leeds City Council is the data controller for all personal data received as part of this research. The Brightsparks Agency Ltd, who will analyse some of the data collected through surveys and other forms of engagement, is the sub-contractor appointed by the council, and will act as a data processor for Leeds City Council. The council's software supplier, SmartSurvey Ltd, will process the data collected from surveys on behalf of the council and will act as a data processor for the council.

The data we will collect

We only collect and use the minimum amount of personal information required when delivering this project. We will use all or some of the personal information below:

  • name
  • phone number
  • email address
  • age
  • area of Leeds
  • sex
  • gender identity
  • ethnicity
  • sexual orientation
  • religion

Leeds City Council may also make recordings, videos, short film or webpage during engagement events. The imagery created during these events may be used in the report and in future events, marketing and promotional activities.

The above applies to use:

  • on authorised internet pages
  • in information leaflets
  • in guidance booklets
  • in social media (Twitter, Facebook, YouTube, Instagram)
  • in corporate publications
  • on CD ROM or in electronic-based documents
  • in promotional films
  • in news media and press releases, on approval by Leeds City Council

Why we process your data

Your responses to the surveys will be used by Leeds City Council to input into the Director of Public Health annual report. Subject to consent, we may also use quotes from the interviews and engagement sessions in the report. Responses will be shared with the Brightsparks Agency Ltd who will analyse them for inclusion into the report.

All the data collected during the project will be treated in strict confidence and in accordance with the requirements of the Data Protection Act 2018 and UK General Data Protection Regulation (UK GDPR). The data provided by you will not be used for any purpose, other than stated in this Notice.

Legal basis for processing

We will process your data in accordance with UK GDPR Article 6(1). The processing shall be lawful only if and to the extent that the following applies:

  • Article 6(1)(a) – the data subject has given to the processing of his or her personal data for one or more specific purposes;
  • Article 6(1)(c) processing is necessary for compliance with a legal obligation and
  • Article 6(1)(e) the processing is necessary for the performance of a public task.
  • The production of the Annual DPH report is a statutory requirement under the Health and Social Care Act (2012) which sets out a statutory requirement for all Directors of Public Health to provide an annual independent report on the health of the local population and for the local authority to publish it.  This guidance is published under section 73A(7) of the NHS Act 2006 and local authorities must have regard to (https://www.fph.org.uk/media/1264/dph-roles-and-responsibilities-dh.pdf)

We will process special category data as follows:

  • In accordance with UK GDPR Article 9(2)(a) - the data subject has given explicit consent to the processing of those personal data for one or more specified purposes;
  • Article 9(2)(i) – the processing is necessary for reasons of public interest in the area of public health. The Annual DPH report highlights issues with and to contribute to improving health and well-being of the local population through reducing health inequalities, promoting actions for better health, measuring progress against targets, and input into the planning of local services.

The processing is supported by the following Schedule 1 Part 1 conditions of the Data Protection Act 2018:

  • public health monitoring and statistics;
  • responding to new threats to public health (for example, epidemics, pandemics or new research findings).

Withdrawing your consent

You have the right to withdraw your consent from participating in the project at any time. If you decide that you no longer wish to participate in the scheme, please contact rebecca.jefferies@leeds.gov.uk. Please note that we may not be able to remove the information provided by you if it was already included in the research.

Data retention, storage and destruction

Our data retention policies and procedures are designed to help ensure that we comply with our legal obligations in relation to the retention. This means that any background information you provided to assist with the research will be kept for seven years after publication of the report and then deleted. In some cases, it may be kept for a longer period where there is business requirement. The Director of Public Health annual report will remain archived and in the public domain beyond this point.

Who we can share your data with

The data from the surveys will be collected by the council's software supplier, SmartSurvey Ltd and shared with Brightsparks Agency Ltd who will analyse it on the council's behalf.

In addition, we will share your personal data:

  • where such disclosure is necessary for compliance with a legal obligation to which we are subject
  • in order to protect your vital interests or the vital interests of another natural person
  • for the purposes of security and prevention of fraud and other criminal activity
  • where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure

Automated decision making

Your data will not be used for any automated decision making, including profiling.

Your rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

The following data rights are available under the UK GDPR:

  • the right to access - you can ask for copies of your personal data
  • the right to rectification - you can ask us to rectify inaccurate personal data and to complete incomplete personal data the
  • the right to erasure (where you can ask us to erase your personal data)
  • the right to restrict processing - you can ask us to restrict the processing of your personal data
  • the right to data portability (where you can ask that we transfer your personal data to another organisation or to you
  • the right to object to processing (where you can object to the processing of your personal data) and
  • the right to complain to a supervisory authority - you can complain about our processing of your personal data the right to
  • withdraw consent (to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent.

All data rights apply where we process your information based on your consent.

Where we process your information under legal obligation some of the rights do not apply – such as the right to erasure, the right to portability, the right to object to processing and the right to withdraw consent.

Where we process your data under the public task basis, the following data rights do not apply - the right to erasure, the right to portability and the right to withdraw consent.

All the rights are subject to certain limitations and exceptions. You can learn more about your rights through the your rights and how to exercise them page, and the Information Commissioner's Office website. You may exercise any of the above rights in relation to your personal data by writing to us, using the contact details provided below.

When your data gets sent to other countries

The information you provide will not be transferred to another country outside of the UK.

Contact us

Any queries in relation to this project should be forwarded to:

Rebecca Jefferies (Programme Officer), Leeds City Council, Merrion House, 5th Floor West, 110 Merrion Centre, Leeds, LS2 8BB

Email: rebecca.jefferies@leeds.gov.uk

Data Protection Officer

Aaron Linden
Head of Information Management and Governance - Data Protection Officer
Leeds City Council
Merrion House
110 Merrion Way
Leeds
LS2 8BB
DPO@leeds.gov.uk

Our privacy notice is available to view

Complaints

If you are unhappy with the way in which your information has been handled, you should speak with the specific service in the first instance.

Any data protection complaints about how the council has processed your personal data, will be handled in accordance with the council's Complaints Policy. You can find out how to submit a complaint online.

If we cannot resolve your complaint, you can refer to the Information Commissioner if you consider that there has been an infringement of data protection legislation. Further details can be found on the Information Commissioner's website.

Changes to this notice

We keep our privacy notice under regular review. We will notify you of significant changes to this notice by email or other means as appropriate. This privacy notice was last updated 11 November 2024.