DfT online forms, surveys and consultations privacy notice
Updated 19 November 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
Introduction
This notice outlines the Department for Transport (DfT) privacy policy for information collected through online forms, surveys, and consultations. It is an extension to DfT’s general privacy policy.
Unless separately specified on the online form, survey, or consultation document, DfT will treat your information as follows.
What data we collect and how we will use it
We process the following personal data through our online forms, surveys, and consultations:
- name
- email address
This personal data is collected for the purpose of further communication or response to you, including:
- asking you follow-up questions about your entry
- verifying the identity of the individual as required, for example, by sending access passwords
We may also ask whether you are responding on behalf of an organisation or yourself. If responding on behalf of an organisation, we may ask for the name of your organisation and your role in the organisation. In some circumstance, we may also ask for some further details about the operations of your organisation.
This allows us to correctly weight your response, ascertain your validity to the organisation when responding, and ascertain your employer or company when completing transactional services.
Our lawful basis for collecting your data
Under data protection law, the lawful basis for processing your personal data is Article 6(1)(e) – public task.
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.
Data sharing
Your personal data is processed on behalf of DfT by SmartSurvey, with respect that they are our current survey collection software provider only.
Your responses and evidence may be shared with third-party research organisations, or other government departments, 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 other third parties unless separately stated.
Artificial intelligence
Your data, including personal data, may be analysed and summarised using technology, such as artificial intelligence (AI). Your name and contact details will be removed prior to the use of AI.
Your data may also be used for the purposes of trialling and developing certain AI solutions. Personal data will only be used to develop AI models where the models are hosted on systems that are under our control. We will not allow your personal data to go outside of those systems.
How long we retain the data
Your personal data will be kept securely by DfT and anonymised within 12 months of the entry or consultation closing date, unless separately stated.
Further information
For more information about your rights in relation to your personal data, how to complain or how to contact the DfT Data Protection Officer, view our personal information charter.