Research on food, nutrition, food growing and physical activity activities in the Vale of Glamorgan: Privacy Notice

Cardiff and Vale Public Health Team (from Cardiff and Vale University Health Board (UHB), Food Vale and the Vale of Glamorgan Council) has commissioned OB3 Research to undertake research into community led activity around food, nutrition, food growing and physical activity across the Vale of Glamorgan. As part of this research, OB3 Research will be gathering information through:

  • an online survey,

  • one-to-one interviews, and

  • small discussion groups

with representatives from community groups, clubs, initiatives and organisations who deliver these types of activities.

The information collected over the course of the study will be included in an anonymised report shared with Cardiff and Vale University Health Board (UHB), Food Vale and the Vale of Glamorgan Council. OB3 Research will delete any personal data provided through interviews and small discussion groups and anonymise the survey data before it is shared with them.

Your participation in this review is completely voluntary. However, your views and experiences are important to help to develop and improve the support services available in the future.

The contact for this research at OB3 Research is Nia Bryer.

E-mail address: nia@ob3research.co.uk.

Telephone number: 07792 609821

PRIVACY NOTICE

What personal data do we hold and where do we get this information?

Personal data is defined under the UK General Data Protection Regulation (UK GDPR) as ‘any information relating to an identifiable person who can be directly or indirectly identified by reference to an identifier’.

Your contact data will have been sourced either (a) independently by OB3 via information already available in the public domain or (b) from one of the client organisations who hold your contact data due to an existing relationship.

Survey

OB3 Research will email you a link to invite you to take part in a survey. The survey does not require the collection of additional personal data from you. If you choose to provide additional personal data during the survey, OB3 Research will remove this from the data shortly after the survey has closed and before the data is shared with Cardiff and Vale Public Health Team, Vale of Glamorgan Council and Food Vale Partnership

Interview or small discussion group

OB3 Research may email or call you to invite you to take part in an interview or small discussion group. Where you are asked to take part, you are not required to provide any additional personal data except your image if you agree to the interview / discussion group being video recorded.

Interviews and discussion groups will normally take place via Microsoft Teams. We wish to record interviews and discussions for operational reasons. We will make this clear to you before the interview or discussion begins, and you will have the opportunity to tell us if you are not happy for the discussion to be recorded. If interviews are recorded, personal data will be removed during the process of transcribing. Recordings will be deleted as soon as this process is completed. If discussions are not recorded, personal data will not be included in written notes prepared during or following the interviews.

Your participation is voluntary and if you do not wish to take part or be sent reminders then please reply to the invitation email and your details will be removed.

If you choose to provide additional personal data as part of the research, we will try not to identify you from, or link your identity to, the responses you provide. If you raise a query or complaint and provide personal data requesting a response, the researcher will forward the request only to the relevant official and subsequently delete it from the research data.

Participation is completely voluntary. Research studies such as this are important in order to collect information and actionable evidence about the delivery of support services. The information collected in this research, for example, might be used to inform future support services for organisations and community groups operating in the Vale of Glamorgan authority area.

How secure is your personal data?

Personal information provided to OB3 Research is always stored on a secure server. The data can only be accessed by a limited number of researchers working on this project. OB3 Research will only use this data for research purposes. OB3 Research has Cyber Essentials certification.

When conducting surveys, OB3 Research use a survey software programme called SNAP software. We have ensured that SNAP software is UK GDPR compliant and meets our expectations in terms of the security of any data collected via the software and all data is processed within the UK.

OB3 Research has procedures to deal with any suspected data security breaches. If a suspected breach occurs, OB3 Research will notify you and any applicable regulator where we are legally required to do so.

All data gathered through this research will be reported in an anonymised format. It will not contain your contact details and any identifiable information in open-ended answers will be removed. OB3 Research will use the information gathered to produce a report that may be shared by the Local Public Health Team with partner organisations. This report will not include any information that could be used to identify individual participants.

How long do we keep your personal data?

OB3 Research will hold personal data during the contract period, and any personal data not already removed during transcription will be deleted by OB3 Research three months after the end of the contract. This includes your contact details.

Individual rights

Under UK GDPR, you have the following rights in relation to the personal information you provide as part of this research, you have the right:

  • To access a copy of your own data

  • For us to rectify inaccuracies in that data

  • To object to or restrict processing (in certain circumstances)

  • For your data to be ‘erased’ (in certain circumstances); and

  • To lodge a complaint with the Information Commissioner’s Office (ICO) who is our independent regulator for data protection.

The contact details for the Information Commissioner’s Office are: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Phone: 01625 545 745 or 0303 123 1113. Website: www.ico.org.uk