Privacy notice for draft regional plan consultation

Water Resources South East draft regional plan consultation – Privacy Notice (September 2022)

This privacy notice tells you what to expect when you provide your personal information to Water Resources South East (WRSE) in connection with the draft regional plan consultation (the Consultation).

WRSE is committed to protecting your personal information. Whenever you provide personal information, we are legally obliged to use it in line with all applicable laws concerning the protection of personal data, including the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

What is the Consultation?

This Consultation is a non-statutory 14-week consultation on WRSE’s draft regional plan, which sets out the actions that could be taken to secure water supplies for South East England in the years to come. The Consultation will be open between 14 November 2022 and 20 February 2023.

What personal information do we collect?

When you submit your views to WRSE in connection with the Consultation whether through our online form, email or by post we will collect the following information about you:

  1. Name
  2. Location
  3. Email address
  4. Organisation and role
  5. Any additional items of information you choose to provide in the course of submitting your views.

We will also use cookies to collect information about your usage of our website. All information these cookies collect is aggregated and therefore anonymous and only used to improve how our website works.

How will we use the information we collect?

WRSE will use your personal information for several purposes, including the following:

  • To record accurately and analyse any questions raised and/or feedback on the Consultation
  • To report on the Consultation, setting out what issues have been raised and how we have responded to that feedback.

WRSE will use the information, along with the responses provided, to help enable us to finalise the regional plan.

Who will have access to my information?

We will keep personal information within WRSE and our trusted third parties (including member companies – see below) except where disclosure is required by law, for example to government bodies and law enforcement agencies. Responses and questions we receive to the Consultation may be shared with our member companies. Our member companies are:

  • Affinity Water
  • Portsmouth Water
  • SES Water
  • South East Water
  • Southern Water
  • Thames Water

This is to help us, and our member companies, ensure respondents’ questions and responses can be addressed appropriately.

Privacy policies for our member companies are available on their websites.

We will be using third parties (Create51, Mott MacDonald PLC and Adams Hendry) to manage the consultation process and platforms and analyse Consultation responses. We have robust contractual agreements in place with these third parties covering data protection and sharing.

We’re using a third-party platform – EngagementHQ (also known as Bang The Table) to host our consultation. Their privacy policy is available here.

What is the legal basis for processing personal information?

The lawful basis we rely on for processing your personal data for this purpose is Article 6(1)(a) of the GDPR, where we have the consent of the individual which is given when you provide your name, contact details and your response in respect of the Consultation.

We also rely on the legal basis of Article 6(1)(f) of the GDPR, which allows us to process personal data when we have a legitimate interest in doing so, provided we do not unreasonably override the interests or rights of the individual(s).

How long will you keep my information?

If you submit a response to the Consultation, your information will be retained and held in a secure environment for a period of 3 years, after which time we will anonymise the data so that it no longer identifies you or others. Access to personal information will be restricted only to those who have a legitimate interest in seeing it.

What rights do I have over my personal data?

You have certain legal rights in relation to any personal data about you which we hold. These rights are summarised below:

Individual Rights

What this means

Informed

You can ask for details of how we process your personal data, as covered by this Privacy Notice.

Access

You can ask for a copy of the information that we hold about you.

If possible, you should specify the type of information you’d like to see to ensure that our disclosure is meeting your expectations.

We must be able to verify your identity. Your request may not impact the rights and freedoms of other people, e.g. privacy and confidentiality rights of other customers or staff. Other exemptions may apply dependent on the information and context.

Rectification

You can ask that your personal data be corrected or updated if you believe it is inaccurate or incomplete.

Please always check first whether there are any available self-help tools to correct the personal data we process about you.

This right only applies to your own personal data. When exercising this right, please be as specific as possible.

Erasure

You may, in certain circumstances be entitled to ask to have your personal data erased (also known as the “right to be forgotten”).

We may not be in a position to erase your personal data, if for example, we need it to (i) comply with a legal obligation, or (ii) exercise or defend legal claims

Restriction

You can ask us to stop using your data. However, in some circumstances this right may not apply, for example, where we have a legal obligation to use the data.

Portability

This only applies to personal data you have given us. You have the right to ask that we send the information you gave us to you or to another organisation. We must provide the information in a structured, commonly used and machine-readable format.

The right only applies if we are processing the personal data based on your consent or we are under, or in talks about entering into, a contract with you, and where the processing is automated i.e. not paper records.

Objection

You can request that your personal data is not processed for specific purposes such as profiling. This right applies where our processing of your personal data is necessary for us to perform a task in the public interest or for our official functions or for our legitimate interests. You can also object to our processing of your personal data for direct marketing purposes.

If you’d like to opt out of receiving any marketing material from us, please contact us

Rights related to automated decision-making including profiling

You have the right not to be subject to a decision based solely on automated processing of your personal data (i.e. no human intervention), including profiling, where the decision affects your legal status or rights or where the decision has a similarly significant effect, e.g. affecting your financial circumstances or employment opportunities.

If you wish to contact us to with a request relating to personal information we hold about you, please contact us using the details set out below. We may need to verify your identity before providing you with your personal information.

For further information about our privacy policy and related information practices, or to access or correct your personal information, or make a complaint, please contact us via email at contact@wrse.org.uk or via post:

WRSE Consultation

c/o Adams Hendry Consulting Ltd

Sheridan House, 40-43 Jewry Street

Winchester

Hampshire

SO23 8RY

What if I find your response unsatisfactory?

Should you find our response unsatisfactory, you have the right to lodge a complaint with the UK’s supervisory authority for information rights – the Information Commissioner’s Office (ICO). You can find more information on the ICO website:

https://ico.org.uk/make-a-complaint/

Changes to this privacy notice

We will keep this privacy notice under regular review. At the start of this privacy notice we will tell you when it was last updated.

Water Resources South East draft regional plan consultation – Privacy Notice (September 2022)

This privacy notice tells you what to expect when you provide your personal information to Water Resources South East (WRSE) in connection with the draft regional plan consultation (the Consultation).

WRSE is committed to protecting your personal information. Whenever you provide personal information, we are legally obliged to use it in line with all applicable laws concerning the protection of personal data, including the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

What is the Consultation?

This Consultation is a non-statutory 14-week consultation on WRSE’s draft regional plan, which sets out the actions that could be taken to secure water supplies for South East England in the years to come. The Consultation will be open between 14 November 2022 and 20 February 2023.

What personal information do we collect?

When you submit your views to WRSE in connection with the Consultation whether through our online form, email or by post we will collect the following information about you:

  1. Name
  2. Location
  3. Email address
  4. Organisation and role
  5. Any additional items of information you choose to provide in the course of submitting your views.

We will also use cookies to collect information about your usage of our website. All information these cookies collect is aggregated and therefore anonymous and only used to improve how our website works.

How will we use the information we collect?

WRSE will use your personal information for several purposes, including the following:

  • To record accurately and analyse any questions raised and/or feedback on the Consultation
  • To report on the Consultation, setting out what issues have been raised and how we have responded to that feedback.

WRSE will use the information, along with the responses provided, to help enable us to finalise the regional plan.

Who will have access to my information?

We will keep personal information within WRSE and our trusted third parties (including member companies – see below) except where disclosure is required by law, for example to government bodies and law enforcement agencies. Responses and questions we receive to the Consultation may be shared with our member companies. Our member companies are:

  • Affinity Water
  • Portsmouth Water
  • SES Water
  • South East Water
  • Southern Water
  • Thames Water

This is to help us, and our member companies, ensure respondents’ questions and responses can be addressed appropriately.

Privacy policies for our member companies are available on their websites.

We will be using third parties (Create51, Mott MacDonald PLC and Adams Hendry) to manage the consultation process and platforms and analyse Consultation responses. We have robust contractual agreements in place with these third parties covering data protection and sharing.

We’re using a third-party platform – EngagementHQ (also known as Bang The Table) to host our consultation. Their privacy policy is available here.

What is the legal basis for processing personal information?

The lawful basis we rely on for processing your personal data for this purpose is Article 6(1)(a) of the GDPR, where we have the consent of the individual which is given when you provide your name, contact details and your response in respect of the Consultation.

We also rely on the legal basis of Article 6(1)(f) of the GDPR, which allows us to process personal data when we have a legitimate interest in doing so, provided we do not unreasonably override the interests or rights of the individual(s).

How long will you keep my information?

If you submit a response to the Consultation, your information will be retained and held in a secure environment for a period of 3 years, after which time we will anonymise the data so that it no longer identifies you or others. Access to personal information will be restricted only to those who have a legitimate interest in seeing it.

What rights do I have over my personal data?

You have certain legal rights in relation to any personal data about you which we hold. These rights are summarised below:

Individual Rights

What this means

Informed

You can ask for details of how we process your personal data, as covered by this Privacy Notice.

Access

You can ask for a copy of the information that we hold about you.

If possible, you should specify the type of information you’d like to see to ensure that our disclosure is meeting your expectations.

We must be able to verify your identity. Your request may not impact the rights and freedoms of other people, e.g. privacy and confidentiality rights of other customers or staff. Other exemptions may apply dependent on the information and context.

Rectification

You can ask that your personal data be corrected or updated if you believe it is inaccurate or incomplete.

Please always check first whether there are any available self-help tools to correct the personal data we process about you.

This right only applies to your own personal data. When exercising this right, please be as specific as possible.

Erasure

You may, in certain circumstances be entitled to ask to have your personal data erased (also known as the “right to be forgotten”).

We may not be in a position to erase your personal data, if for example, we need it to (i) comply with a legal obligation, or (ii) exercise or defend legal claims

Restriction

You can ask us to stop using your data. However, in some circumstances this right may not apply, for example, where we have a legal obligation to use the data.

Portability

This only applies to personal data you have given us. You have the right to ask that we send the information you gave us to you or to another organisation. We must provide the information in a structured, commonly used and machine-readable format.

The right only applies if we are processing the personal data based on your consent or we are under, or in talks about entering into, a contract with you, and where the processing is automated i.e. not paper records.

Objection

You can request that your personal data is not processed for specific purposes such as profiling. This right applies where our processing of your personal data is necessary for us to perform a task in the public interest or for our official functions or for our legitimate interests. You can also object to our processing of your personal data for direct marketing purposes.

If you’d like to opt out of receiving any marketing material from us, please contact us

Rights related to automated decision-making including profiling

You have the right not to be subject to a decision based solely on automated processing of your personal data (i.e. no human intervention), including profiling, where the decision affects your legal status or rights or where the decision has a similarly significant effect, e.g. affecting your financial circumstances or employment opportunities.

If you wish to contact us to with a request relating to personal information we hold about you, please contact us using the details set out below. We may need to verify your identity before providing you with your personal information.

For further information about our privacy policy and related information practices, or to access or correct your personal information, or make a complaint, please contact us via email at contact@wrse.org.uk or via post:

WRSE Consultation

c/o Adams Hendry Consulting Ltd

Sheridan House, 40-43 Jewry Street

Winchester

Hampshire

SO23 8RY

What if I find your response unsatisfactory?

Should you find our response unsatisfactory, you have the right to lodge a complaint with the UK’s supervisory authority for information rights – the Information Commissioner’s Office (ICO). You can find more information on the ICO website:

https://ico.org.uk/make-a-complaint/

Changes to this privacy notice

We will keep this privacy notice under regular review. At the start of this privacy notice we will tell you when it was last updated.

Page published: 14 Nov 2022, 11:41 AM