Privacy notice for Participation Team

DCC is a Data Controller under Data Protection Legislation and our ICO registration number is Z6475582.  This privacy notice concerns the processing of personal data that takes place by the Participation Team.

This notice explains what information we collect, why we collect it and how we keep it secure. It also explains your rights and our legal obligation. Should you wish to find out more about Devon County Council’s data protection policies please contact our Data Protection Officer.

We will notify you of any changes to this privacy notice

This privacy notice was last updated 06/01/2020. If we use your personal data for any new purposes, updates will be made to the policy information and changes communicated, where necessary in accordance with current data protection legislation.  Any queries relating to this privacy notice please contact the Data Protection Officer.

How will we use your personal data

The Participation Team may need to collect personal data so that we can;

  • Contact you in order to inform you about events or activities
  • Contact you in order to feedback on the results of any consultations/workshops/ interview panels you may have been involved in
  • Ensure that you are kept safe whilst under our supervision
  • Ensure any safeguarding concerns are addressed
  • Ensure that we accommodate any additional needs you may have to the best of our ability

Information that we collect from you will be obtained via completion of a consent form and occasionally through the DCC IT system, Eclipse. The council only uses IT systems for these purposes which are supplied under a contract and where the security has been assessed.  For more details about the council’s security arrangements please visit

What information do we collect

We may collect and store records about you which may include:

Name, sex, DOB, address, names of your carers or parents, additional needs or disabilities, ethnicity, phone and email, safeguarding concerns, details of professional agencies working with you or your family, images and personal views (these will only be gained with specific consent and will be anonymised unless requested otherwise by yourself).

Why we collect and use your personal data

Data is used to keep in contact, to ensure your safety and to make sure that the right kind of support is being provided.  We will only collect personal data where it is necessary.

Personal data that is collected for any of the purposes outlined in this notice is never used for direct marketing purposes and is not sold on to any other third parties. Information that is collected for any of the purposes listed on this privacy notice will be held for 12 months.

The legal basis for us collecting your personal data

We will retain your personal data for only as long as is necessary, and in line with our organisation’s record retention schedules.

Your data protection rights

Under Data Protection Legislation, you have the right to obtain a copy of their personal records held by us, this is called a Subject Access Request (SAR).

Details of how to make a request can be found here.

Further details on your rights under data protection legislation and how to exercise them, are available here.


If you have any comments, queries or complaints about this privacy notice or the processing of your personal data please contact our Data Protection Officer.

Alternatively, if you are not happy with the way that DCC is handling your personal data, you are entitled to appeal to the Information Commissioners Office (ICO). The Information Commissioners Office enforces and oversees the Data Protection Regulations.

Contact details are below:

Information Commissioner’s Office
Wycliffe House
Water Lane


Changes to how we may process your personal data during the COVID-19 crisis

During the COVID-19 pandemic, it may be necessary for Devon County Council to change the way that we process your personal data, to ensure we can protect public health and deliver essential services to you and the public during this crisis. For more information read our COVID-19 privacy notice.