The personal data that we collect
The personal data we process about you may include your:
full name
email address
nearest city
phone number
organisation
organisation address
job title
details as a Personal Assistant (PA)
sector
Details of meetings/interactions/correspondence between the stakeholder and the ONS
For information rights requests, we may also collect home address and proof of identification.
How we collect your data
We collect your data when you:
volunteer to take part in research, including user research
supply the Office for National Statistics (ONS) with feedback on one of our products
come to us with a query about one of our products, a complaint or an information rights request
join a contact list for a specific topic; an event; a regular meeting; or on admission into an advisory or working group
join a mailing list for a ONS statistical or research bulletin
sign up to one of our inter-departmental training courses
sign up for email updates
The purposes for which your personal data is being processed
If you have made a query about our products, a complaint or request
We use your data to contact you to help us build and improve our products. If you contact us with a query, complaint, or information rights request, we will also store your data to aid our response to your request and any similar requests in the future.
If you are considered to be a ONS Stakeholder
ONS stores contact information to manage our stakeholder relationships across the business. This information is used to:
join up conversations internally to provide a better service to stakeholders
inform colleagues about who they need to speak to internally if they want to reach a particular stakeholder
identify organisations who are engaged with ONS activity
If you are on one of our contact lists
We use your data to communicate with you about:
a specific work programme (for example data sharing agreements or surveys)
a specific topic (for example statistical methodology)
an event or meeting (for example conferences)
a group (working groups or area champions)
a specific training course you have signed up to
If you receive our information and bulletins
We use your data to communicate to you our latest statistical releases or bulletins. This may be in general or about a specific release.
The legal basis for processing
Data protection legislation requires that all processing of personal data is undertaken under one or more of a set list of conditions. Unless stated otherwise all Office for National Statistics (ONS) processing of stakeholder personal data is undertaken under the following condition:
Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
ONS is a statutory body, meaning we were created by legislation, specifically the Statistics and Registration Service Act 2007, with the objective of promoting and safeguarding the production and publication of official statistics that serve the public good. All our collection and use of data comes from powers that can be found in that Act or other UK legislation. A full list of all the legislation that we use is available.
How long we keep your data for
Your personal data will only be held for so long as it is required by us to carry out our role as a statistical authority. Office for National Statistics (ONS) database owners are encouraged to regularly review their business need and proactively remove the personal data of stakeholders who are inactive. You can request removal from a database, bulletin or group at any point in time simply by contacting the owner (for example the mailing list sender). Where you receive email updates, you can unsubscribe from these by accessing your subscriber preferences on the GovDelivery website. We minimise the amount of personal data collected so that we are only processing what is necessary for our functions.
Where we store queries or requests, accompanying personal data will be stored for as long as necessary to fulfil our functions, or for a maximum of six years.
You can unsubscribe from email updates by accessing your subscriber preferences on the GovDelivery website.
Who we share your personal data with
At Office for National Statistics (ONS) we treat all the data we hold with respect, keeping it secure and confidential.
We use the following suppliers:
Granicus UK to manage our email update service. Granicus UK acts as our processor and only under our instruction.
Delib to manage our consultations
DXW to manage Stats User Net
Eventbrite to manage events.
The majority of work areas within the ONS do not share your personal data with any third parties. Those that do are outlined in the following tables.
| Work Area | Recipient | What they receive and why |
|---|---|---|
| Digital Publishing: Website User Research | SmartSurvey & Citizen Space | Your details including nearest city and vocational details are collected via Citizen Space and SmartSurvey. Details are deleted following extraction to ONS systems. |
| Prices: Housing Market Index (HPI) User Engagement List | HM Land Registry | Your name and email address, as a user of HPI, are shared. This is because Land Registry produce and publish HPI in collaboration with ONS. |
Download this table Table 1: Input and product queries
.xls .csv
| Work Area | Recipient | What they receive |
|---|---|---|
| Communications Engagement Hub: Consultations or Surveys | Other government departments | Occasionally these are conducted in collaboration with other departments. Your details and organisation are shared. |
| Communications Engagement Hub: Stakeholder Events | Co-hosting organisations | Your name and organisation are shared only when co-hosting a stakeholder event. |
| Centre for Equalities and Inclusion: Inequalities Data Audit Working Group | Working group members | Your name and email are shared when meeting invitations are distributed. |
| Centre for Equalities and Inclusion: Data for Children Working group | Working group members | Your contact information is shared when collaborating or by the request of other members. |
| Centre for Equalities and Inclusion: Strategic Advisory Board | Other board members | Your contact information is shared when collaborating or by the request of other members. |
| Centre for Equalities and Inclusion: Technical Advisory Group | Other group members | Your name and email are shared when meeting invitations are distributed. |
| Centre for Equalities and Inclusion: Religion Task and Finish Group | Other group members | Your contact information is shared when collaborating or by request of other members. |
| Central Policy Secretariat: Inter Administration Committee | Committee representatives from devolved administrations | Your contact information may be shared, on request, with other committee members. |
| Central Policy Secretariat: Heads of Profession Committee | Heads of Profession from other government departments and devolved administrations | Your contact information may be shared, on request, with other Heads of Profession. |
Download this table Table 2: Contact lists
.xls .csvYour rights as a data subject
As a data subject (someone whose personal data we hold) you have rights available to you under data protection legislation. Office for National Statistics’ (ONS’) use of a “public task” legal basis does not impact your rights as a data subject. If you want us to stop processing your personal data (for example removal from a contact list), please let the respective database owner know.
If you wish to exercise any other rights or cannot get hold of a database owner, then please contact our Data Protection Officer at: DPO@Statistics.gov.uk
Your rights are as follow:
- you have the right to be informed about the personal data we hold about you
- you have the right to request access to the data we hold about you
- you have the right to amend any wrong or inaccurate data we may hold about you
- you have the right to object to your personal data being processed
- you have the right, in some circumstances, to request that we erase any personal data we may hold about you
- you have the right, in some circumstances, to request that we process your data on a restricted basis
- you have the right not to be subject to an automated decision-making process
Further information on the rights available to you, and the circumstances under which you can exercise them, is available from the Information Commissioner.
Contact details
The data controller for your personal data is the Office for National Statistics. The contact details for the data controller are:
Office for National Statistics
Government Buildings
Cardiff Road
Newport
NP10 8XG
Telephone +44 1633 456633
The contact details for the ONS Data Protection Officer (DPO) are:
DPO
Office for National Statistics
Government Buildings
Cardiff Road
Newport
NP10 8XG
Email: DPO@Statistics.gov.uk
Complaints
If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk
Any complaint to the Information Commissioner will not affect your right to seek compensation through the courts.