Privacy Notice for DEBRA Impact Evaluation

 

(1) Who we are and what this Privacy Notice is for

DEBRA has commissioned Fortia Insight (formerly RSM) to conduct an independent impact evaluation of its Member Services. As part of this research, we are conducting a survey and interviews and focus groups with DEBRA members. We are committed to protecting and respecting your privacy. This Privacy Notice sets out the basis on which any personal data we collect from you, or that you provide to us will be processed by in relation to the surveys and interviews for the evaluation. For this evaluation, DEBRA will act as the data controllers and Fortia Insight will act as data processor.

(2) Data Controllers

DEBRA is the controller of personal data collected for the evaluation.

DEBRA postal address is:

DEBRA

The Capitol Building

Oldbury

Bracknell

Berkshire

RG12 8FZ

You can contact DEBRA by email at: suzanne.murray@debra.org.uk

(3) Data Processors

DEBRA has commissioned Fortia Insight to act as Data Processors.

Fortia Insight’s postal address is:

Spring Lodge

172 Chester Road

Helsby

Cheshire

England

WA6 0AR

(4) Personal details we will collect and how we will use it

Fortia Insight is conducting primary data collection activities as part of DEBRA’s Impact Evaluation. These include online surveys, interviews and focus group discussions. Any personal and / or special category data gathered through these activities is outlined below.

(1) the demographics of DEBRA members;

(2) questions about DEBRA members’ physical health

(3) questions about DEBRA members’ mental health and wellbeing;

(4) questions about DEBRA members’ social interactions; and,

(5) name, email address and/or telephone numbers.

(1) to (4) will be used to understand the impact of DEBRA’s services and support on its members. Surveys that collect this information will be online and the data will not in any way be used to identify you or anyone else.

(5) will be used by Fortia Insight to arrange interviews and focus groups with some individuals. They will not in any way be used in analysis. They will not be used to identify you or anyone else. Interviews will be audio recorded if all participants provide consent to do so. This means that Fortia Insight will keep an audio recording of what was said to aid accurate analysis and reporting. Without consent, Fortia Insight will instead take detailed written notes of interviews and / or focus group discussions.

(5) How we ensure the security of your personal data

Fortia Insight is committed to providing the appropriate levels of security to the information we collect, and we use reasonable measures to prevent unauthorised access to that information. All survey data will be stored securely in line with the UK General Data Protection Regulation (UKGDPR). We do not expect to be collecting or holding any personal data with regards to this survey. Should we come into possession of any personal data for any other reason, we will only process personal information for the purposes it has been collected or subsequently authorised. Personal information will be stored in password protected documents and separately from survey data. The data will not be used to identify you in analysis and reporting.

Surveys will be hosted online on ‘SmartSurvey’, an approved online survey platform. The security measures, firewall, access control and administration privileges for SmartSurvey have been reviewed and accepted by Fortia Insight. Interviews will be conducted via online video call on MS Teams. Fortia Insight has reviewed and is satisfied with the security and data protection measures on MS Teams. Interview notes and recordings will be stored on UK based servers, managed by Fortia Insight, and accessed only on password protected devices.

(6) Data sharing

The information collected from the surveys, interviews and focus groups will only be used in DEBRA’s Impact Evaluation. Fortia Insight will not share any survey data with third parties. We may use anonymous quotes from the open-text responses to surveys to support other evaluation evidence. All quotes from interviews will be anonymous and any identifying information will be redacted. The reports may be published on DEBRA’s website. The reports will not in any way identify you or those you have supported through project delivery.

(7) Information retention

Fortia Insight will keep survey data and interview transcripts until 28 February 2028 – this is two years from when the evaluation ends. It will then be permanently deleted.

(8) Transferring data
Data collected as part of the survey, interviews and focus groups will not be transferred outside of the UK.

(9) What rights do you have?
Fortia Insight must comply with the UKGDPR and the Data Protection Act 2018. Under data protection law, your rights include:

  • Your right of access - You have the right to ask us for copies of your personal information.
  • Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
  • Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
  • Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

(10) Exercising your rights
Fortia Insight contact details 

If you wish to make a request, please contact us via:

Email: Kieran.Jones@fortiainsight.com  

Post: Fortia Insight, Spring Lodge 172 Chester Road, Helsby, Cheshire, England, WA6 0AR

Telephone: +44 (0)7584 202081

DEBRA contact details

If you wish to make a request, please contact us via:

Email: suzanne.murray@debra.org.uk

Post: DEBRA, The Capitol Building, Oldbury, Bracknell, Berkshire, RG12 8FZ

(11) How can you make a complaint?

If you are not satisfied with how Fortia Insight is using the information we hold about you, please contact Kieran Jones, by emailing: kieran.jones@fortiainsight.com.  

If you are still not satisfied with Fortia Insight's response to any request to exercise your individual rights or if you believe that Fortia Insight is not processing your personal data in accordance with the law, you can contact the Information Commissioners’ Office (ICO) via:

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF

Telephone: 0303 123 1113

Thank you for reading through the Privacy Notice, please now complete the DEBRA Member Survey.