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Research and Intelligence Service Privacy Notice

Who we are and what we do

The Research and Intelligence service is part of Gateshead Council. We are based at the Civic Centre, Gateshead and provide the following services:  

  • consultation services involving recording information through surveys, registers and e-petitions 
  • maintaining information for a residents panel called 'Viewpoint Online' 

This privacy notice provides specific information about how we processes your personal data. It is an addition to the information contained in our Corporate Privacy notice

What type of information is collected from you

We collect personal information to understand your needs and provide services. The information recorded depends on the requirements of each survey or register. Information may include: 

  • name 
  • address  
  • date of birth 
  • email address 
  • telephone number  
  • employment or economic status  
  • industry of employment 
  • occupation  
  • school or college 
  • views on proposed changes to council services, plans, policies and other issues  
  • We collect the following special category and sensitive data: 
  • gender identity 

  • health information  

  • racial or ethnic origin 

  • religious or philosophical beliefs  

  • sex 

  • sexual orientation  

Our e-petitions collect only name, email and address or postcode.

How we collect information about you  

We collect information about you from various sources to ensure that we meet your needs, including: 

  • e-petitions 
  • surveys 
  • registers 
  • viewpoint online 

We conduct the above via a consultation portal supplied by Your Place Your Space Limited (opens new window). This portal may provide links to other surveys published on independent websites. This privacy notice applies only to information recorded through Gateshead Council's portal. You should consult the providers of other websites for their privacy notices.  

We use cookies to collect information about website usage. You can see more information on how we collect web usage information on our cookies page.  

Why we need your information  

Our purpose for collecting your personal data is to enable us to:  

  • seek views on proposed changes to council services, plans, policies and other issues 
  • ensure responses are representative of the overall population of Gateshead 
  • weight survey results 
  • identify issues for specific groups of people 
  • contact respondents with their permission when required 
  • help you register your interest in a service 
  • help you set up and/or sign e-petitions 
  • help you join the Council's residents panel Viewpoint Online 

The lawful basis for our processing is:  

  • consent  

  • legal obligation to which the data controller is subject 
  • task in the public interest 

Our lawful basis for processing of sensitive personal data is:  

  • explicit consent  

  • reasons of substantial public interest (with a basis in law)  

The legislation the service is obliged to comply with includes: 

  • Local Democracy, Economic Development and Construction Act, 2009

Who your information can be shared with 

Our Corporate Privacy notice explains information sharing the Council carries out. This sharing fulfils statutory obligations, legal requirements and service delivery. The Research and Intelligence service can share your information with: 

  • consultation portal supplier Your Place Your Space Limited 
  • other Council services on whose behalf a consultation is being conducted 
  • partner organisations, if a consultation is conducted in partnership or on their behalf 
  • contractors, if a consultation is conducted by or with a Council-contracted service provider 

Any data sharing with partners or contractors is stated clearly at the beginning of consultations. Third parties operating on our behalf, can only process the data in the way we specify, through contractual obligation. 

If we collect information for or with a partner, the lawful basis matches that of Council consultations described above. Data sharing agreements will be used as appropriate. If we wish to share your information with other council services or third parties for purposes outside of those listed above we will ask your permission.  The name and geographic area (not the specific address) of each e-petition signatory is displayed on our website as a public record. We only publish information provided for consultation surveys or registers with your permission or where we can ensure anonymity. To achieve this, we publish aggregated results. For example, combining individual responses with information received from other respondents. Any exception are detailed in the individual consultation, survey or register.  

How long we will keep your information  

We keep your information for as long as we need to provide services to you. We may also need to keep your information in accordance with legal or other obligations. Where we have no need to keep your data it will be securely destroyed. We keep a Record of Processing Activity (a requirement under the GDPR). This sets out the specific retention periods applicable in different circumstances.  

Consultation and survey information will be held for no longer than five years. We keep viewpoint membership information as long as you remain a member. You can quit at any time and we will then delete your membership information.  We hold register information as long as the register remains open. You can request removal of your information from a register at any time. We hold personal information attached to an e-petition for no longer than five years.  For more information please contact:  

Where your information is held

We hold personal information in secure electronic systems on Gateshead council servers. Information is also held on the Consultation Portal supplied by Your Place Your Space Limited.  

How you can update your information 

Our delivery of efficient services depends on the accuracy of your information. 

Please inform us of any changes to the following: 

  • email address 
  • personal circumstances 
  • postal address 
  • any of the other information we hold 

Please contact: 

Your information rights  

Please see the relevant section of our Corporate Privacy notice.  

Marketing and e-newsletters  

Please see our email marketing privacy notice.  

Business intelligence, profiling and automated-decision making  

Please see the relevant section of our Corporate Privacy notice.  

Protecting your information  

Please see the relevant section of our Corporate Privacy notice.   

Data Protection Officer  

Data Protection Officer  

Civic Centre  

Regent Street  


NE8 1HH  

0191 433 3000  

Information Commissioner's Office  

The Information Commissioner is the UK's independent body for upholding information rights. Visit their website to find out more about your rights under Data Protection law, and what to expect from us. 

For privacy practices or data protection rights concerns, contact the Information Commissioner's Office:  

Information Commissioner's Office 

Wycliffe House 

Water Lane 


Cheshire SK9 5AF  

0303 123 1113 or 01625 545 745