Weaver Network Uniform engagement: Privacy Notices

Easy Read Privacy Notice

Data Controller
When we collect your personal data, the West Yorkshire Combined Authority is what is known as the ‘data controller’. The Combined Authority is registered with the Information Commissioner’s Office with registration number ZA051694.

As the data controller, we will:

• Only keep your data that we need for the purposes stated
• Keep your data safe and accurate
• Only keep your data for as long as we need to
• Collect, store and use your data in a way which does not break any data protection laws

Why are we collecting this data?

The Combined Authority is collecting this information to understand your views on the uniform you wear at work.

We want to know what works well, what doesn’t, and what you need from future uniform designs.

We ask some questions about you because different people can have different needs. This helps us make sure the new uniform works for everyone.

Some of these questions are about personal information, including special category information, which is more sensitive. We will look after this carefully.

You do not have to answer any personal or sensitive questions if you do not want to. These questions are optional.

When you complete the questionnaire, the survey system may collect your IP address, but we will not use this information in our analysis or reporting.

The survey includes a “save and return” function so you don’t have to finish the survey in one go, you can come back to it. If you choose to use this function, you may enter an email address to be sent a one‑time return link to allow you to continue the survey. Your email address is only used to send this link; it is not kept or shared with the Combined Authority.

The legal basis

We will process your personal data lawfully under our ‘legitimate interests’ condition, as the Combined Authority is carrying out this engagement to understand the needs and experiences of our uniformed colleagues within Transport Services. Where you choose to provide special category data, this will be processed on the basis of employment, social security and social protection law and will only be used to understand whether different groups of colleagues have different uniform needs.

Who are we sharing this data with?

The Combined Authority will not share your personal data with any other third parties, except in cases where:

• We are required to by law (e.g. by the police)
• We require legal advice, or in connection to legal proceedings
• To protect your vital interests if you are unable to give consent (e.g. you are injured)

How long do we keep your data for?

We only keep your responses for the duration of the project. After this time has passed, we will safely delete your information in accordance with our information retention policy.

What if I have any questions?

As a data subject you have a number of rights under UK GDPR. These include the right to access the information which we hold about you. In some cases you may have a right to have your personal data rectified, erased or restricted, and to object to certain use of your data. For further information please visit:

www.westyorks-ca.gov.uk/footer/privacy-notice-and-cookie-policy.

If you wish to contact us about this privacy statement or to make a request, please use the following details:

West Yorkshire Combined Authority
Wellington House
40-50 Wellington Street
Leeds
LS1 2DE
E-Mail: DPO@westyorks-ca.gov.uk[MI3] [DH4]
Tel: 0113 251 7272

If you are unsatisfied with the manner in which we collect or handle your personal data, you have a right to make a complaint to the Information Commissioner’s Office. Information about how to make complaints can be found on the ICO’s website at https://ico.org.uk

Full Privacy Notice

For the purposes of the Data Protection Act (2018) and the General Data Protection Regulations (GDPR), the ‘controller’ of the personal data which you provide in the attached form is the West Yorkshire Combined Authority (“the Combined Authority”, “we”, “us”) of Wellington House, 40-50 Wellington St, Leeds LS1 2DE (Tel: 0113 251 7272). The Combined Authority is registered with the Information Commissioner’s Office with registration number ZA051694.

The Combined Authority is collecting this data and will process it to understand the practical needs, comfort requirements and experiences of uniformed colleagues so that the development of updated uniform designs is informed by evidence and operational requirements. This will be carried out through an internal questionnaire that gathers insight on existing provision, issues, preferences and future design needs.

All questions about your personal data are optional. Some involve special category data (such as data pertaining to an individual’s religion or health). We ask these questions because the needs and experiences of different colleagues can vary, and it is important that the new uniform design reflects the requirements of all staff. Any additional information you choose to provide will be used solely to understand whether particular groups have specific uniform needs.

The survey platform will capture your IP address when you complete the online questionnaire, and we will not use this data further.

The survey platform includes an optional “save and return” function. Where you choose to use this function, you may enter an email address so that the survey platform can send a one‑time return link to allow you to resume your response. Your email address is used only to send this link; it is not retained nor shared with the Combined Authority.

There may be circumstances in which we may share or use certain information about you, which are:

• if we have a legal obligation to do so or if we are required or requested to do so by a competent authority such as the police or a court;
• if we need to use or disclose your information to obtain legal advice or in connection with legal proceedings;
• if we need to share your information to protect your vital interests if you are unable to give us consent or it is unreasonable for us to ask for your consent in the circumstances (e.g. if you are injured).

We will retain your information for the duration of the engagement phase of the project in accordance with our information retention policy and on the expiration of such period we will safely delete it.

Information provided to the Combined Authority will be processed lawfully under:

• Article 6(1)(f) of the UK GDPR which states processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data

‘Special category’ data (data pertaining to an individual’s religion or health) will be processed under:

• Article 9(2)(b) of UK GDPR which states that processing is necessary for reasons of processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law

As a data subject you have a number of rights under the UK GDPR. These include the right to access the information which we hold about you. In some cases you may have a right to have your personal data rectified, erased or restricted, and to object to certain use of your data. For further information, please visit www.westyorks-ca.gov.uk/footer/privacy-notice-and-cookie-policy.

If you wish to contact us about this privacy statement or to make a request, please use the following details:

West Yorkshire Combined Authority

Wellington House
40-50 Wellington Street
Leeds
LS1 2DE
E-Mail: DPO@westyorks-ca.gov.uk
Tel: 0113 251 7272

If you are unsatisfied with the manner in which we collect or handle your personal data you have a right to make a complaint to the Information Commissioner’s Office. Information about how to make complaints can be found on the ICO’s website at https://ico.org.uk