DfT online form and survey privacy notice
Updated 10 April 2024
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This publication is available at https://www.gov.uk/government/publications/dft-online-form-and-survey-privacy-notice/dft-online-form-and-survey-privacy-notice
This notice outlines the Department for Transport (DfT) privacy policy for information collected through online forms and surveys. It is an extension to DfT’s general privacy policy.
Unless specified on the online form or survey, DfT will treat your information as follows:
Names and emails
We will normally ask for your name or email address. Unless stated separately, this should only be for the potential purposes of:
- further communication or response, including asking you follow-up questions about your entry
- ascertaining the validity of the individual as required, for example, by sending access passwords
Organisational status
We may ask the status of you as a system user, including whether you are responding on behalf of an organisation or yourself. Unless stated otherwise, this will be to:
- correctly weight your response and potentially ascertain your validity to the organisation when responding to a consultation
- ascertain your employer or company when completing transactional services
Personal information and Smartsurvey
Your personal data is processed on behalf of DfT by Smartsurvey, with respect that they are our current survey collection software provider only.
Analysis of data
Your responses and evidence may be shared with a third party research organisation for the purposes of analysis. Your name and contact details will be removed prior to that sharing taking place and will not be shared with any third parties.
Data protection and retention of your personal details
The data collected via your DfT survey or form and the processing of any personal data that it entails is, unless otherwise stated, necessary for the exercise of our functions as a government department. DfT will, under data protection law, be the controller for this information.
DfT’s privacy policy has more information about your rights in relation to your personal data, how to complain and how to contact the Data Protection Officer.
Unless specified on the online form or survey, any information you provide will be:
- kept securely on the system it was entered until transferred to our internal systems
- moved to our internal systems, if not sent automatically, within 2 months, unless stated separately, and destroyed within 12 months of the entry or consultation closing date