This Privacy Notice sets out what you need to know about how the City of Doncaster Council will use your information for the development of a Doncaster Dementia Strategy and relevant action plans. The Council is committed to meeting its data protection obligations and handling your information securely. You should make sure you read and understand this notice before submitting your information to us.


What information about you do we collect?

For the processing to which this notice relates to be carried out we use the following information:
  • personal information – such as: Date of Birth, Gender, GP/Consultant, Geographical Location and Occupation
  • special category personal information – such as: your ethnicity an Religious or philosophical beliefs

How do we collect information about you?

We collect your information from you directly during face-to-face engagement sessions within the community and online surveys.

How will your information be used?

Your information might be used to:
  • Understand where services and support are being accessed
  • Understand where potential gaps in provision are
  • Convert into anonymous statistics to inform future activity
  • Inform market development and engagement

The Legal Basis for using your information

The table below sets out the legal basis for each of the activities that this Privacy Notice covers:

Personal Data Activity

Legal basis - GDPR Article 6

S8 DPA (delete as appropriate)

UK Legislation

To facilitate face to face engagement sessions


To engage with communities via survey’s


Correspond with you if you contact us before, during and/or after one of our sessions

(1)(e) to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority

 (c) the exercise of a function conferred on a person by an enactment or rule of law


Care act 2014

Special Category Data Activity

Legal basis - GDPR Article 9

DPA 2018 condition

Other considerations

To facilitate face to face engagement sessions


To engage with communities via survey’s


Correspond with you if you contact us before, during and/or after one of our sessions

(2)(g) processing is necessary for reasons of substantial public interest.

Part 2 of schedule 1

Care Act 2014

Who will your information be shared with?

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. We may need to share your information with:
  • Your Councillor (for example, if you have made a complaint to them about the Council);
  • Project partners - Healthwatch
  • Your care provider
  • Doncaster Clinical Commissioning Group
In certain cases we may also share your information with other individuals and organisations. For example, if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The Council will never sell your information to anyone else.

How long will we keep your information?

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will securely delete the information.


Time information kept for

Online Surveys

24 Months

Face to face engagement documents

24 Months

Your rights

The law gives you specific rights over your information. These rights are:
  • to be informed of our use of information about you;
  • of access to information about you;
  • rectify information about you that is inaccurate;
  • to have your information erased (the ‘right to be forgotten’);
  • to restrict how we use information about you;
  • to move your information to a new service provider;
  • to object to how we use information about you;
  • not to have decisions made about you on the basis of automated decision making;
  • to object to direct marketing; and,
  • to complain about anything the Council does with your information (please see the ‘Complaints’ section below).
Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them. You can request information about yourself by making a subject access request on this page of the Council’s website.

Changes to this privacy notice

This notice is kept under regular review to make sure it is up to date and accurate.

Data Protection Officer (DPO)

The Council is required by law to have a DPO. The DPO has a number of duties, including:
  • monitoring the Council’s compliance with data protection law;
  • providing expert advice and guidance on data protection;
  • acting as the point of contact for data subjects; and,
  • co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).
The Council’s Data Protection Officer can be contacted by email at 


If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO).

The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:


Telephone: 0303 123 1113

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


Last updated: 27 April 2023 15:03:43

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