<<Details of the Fix Your Bike Evaluation

PRIVACY NOTICE FOR RESEARCH PARTICIPANTS

Fix Your Bike Evaluation

Purpose

This privacy notice explains how the Evaluation & Research Support Consortium (ERSC) (led by the University of the West of England, with Sustrans, Transport for Quality of Life and University of Westminster) collects, manages and uses your personal data during and after your participation in the Fix Your Bike Evaluation project, which is being delivered by the ERSC on behalf of the Department for Transport (DfT).

‘Personal data’ means any information relating to an identified or identifiable natural person (the data subject).

This privacy notice adheres to the General Data Protection Regulation (GDPR) principle of transparency. This means it gives information about:

• How and why your data will be used for the research.
• What your rights are under GDPR.
• How to contact ERSC and the relevant Project Manager in relation to questions, concerns or exercising your rights regarding the use of your personal data.

Why are we processing your personal data?

The members of the ERSC act as joint data controllers, along with their client, the DfT. The ERSC are committed to protecting the privacy and security of your personal data in accordance with the UK General Data Protection Regulation 2018 (UK GDPR), the Data Protection Act 2018 (or any successor legislation) and any other legislation directly relating to privacy laws that apply (together “the Data Protection Legislation”). General information on data protection law is available from the Information Commissioner’s Office: www.ico.org.uk

The lawful basis for processing your data is Article 6(1)(e) of the UK GDPR –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.

In this instance the ERSC is contracted by the DfT to undertake research with past, present and potential beneficiaries of DfT programmes funded with public money; in order to assess the impact of these and inform the effective development of future transport policies and programmes. This research is in accordance with DfT exercising its legal obligations under the Regulatory Reform Act (2006).

As racial/ethnic origin and health are a special category of personal information, a further section of the UK GDPR applies: Article 9(2)(g) – substantial public interest (with a basis in law)

In this instance, processing is necessary for statutory and government purposes, to meet obligations under the Public Sector Equality Duty, as set out under section 149 of the Equality Act 2010.

You can find out more information about lawful bases at the following webpage: www.ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/

Research ethics

Our research is governed by robust policies and procedures and, where human participants are involved, is subject to ethical approval from the University of Westminster (which has been ratified by the University of the West of England). This research has been approved by the DCDI Research Ethics Committee (under ethics application reference number ETH2122-0283). They can be contacted at research-ethics@westminster.ac.uk

For more information about the University of Westminster’s research ethics approval process see: www.westminster.ac.uk/research/research-governance

What data do we collect and use?

For this project we are collecting and using the following types of personal data:

1. Data about the characteristics and experiences of Fix Your Bike voucher recipients; including age, gender, household income, postcode and travel habits
2. Opinions of Fix Your Bike voucher recipients and of representatives of businesses participating in the Fix Your Bike initiative
3. Contact details of Fix Your Bike voucher recipients and of representatives of businesses participating in the Fix Your Bike initiative; including IP address, name, address, email address and telephone number (which will only be used as may be reasonably expected for the legitimate business interest of delivering the project)

We are also collecting the following special category data about Fix Your Bike voucher recipients:

1. Racial / ethnic origin
2. Health

This includes information collected directly through our participant survey, and earlier information collected through the Fix Your Bike registration survey.

How do we use your personal data?

Your data will be anonymised at the earliest opportunity in the research process, and consolidated with data from other research participants. We will use this aggregated data to analyse the efficacy and efficiency of the funding programme you have been involved in.

The information which results from our research will be shared with the DfT, and may be published by them.

We will not use your personal data for automated decision making about you or for profiling purposes.

Who do we share your data with?

Your personal data will only be used by team members of the ERSC, the Department for Transport, and, if you agree to be contacted for further research, any sub-contractors appointed by the Department for Transport to carry out this work in the future.

At the point when data are transferred to the DfT, it will become subject to their privacy policy.

How do we keep your data secure?

We take a robust approach to protecting your information. Data sharing within the ERSC will be completed in line with our Data Protection & Security Protocol. This requires each ERSC member organisation to have comprehensive and effective internal policies and processes in place, such as secure electronic and physical storage areas for research data with controlled access. Access to your personal data is strictly controlled on a need-to-know basis and data is stored and transmitted securely using methods such as encryption and access controls for physical records where appropriate. ERSC member organisations are required to ensure that those who process your personal information are aware of their obligations and responsibilities for the data they have access to.

How long do we keep your data for?

Your personal data will only be retained for the duration of the Evaluation & Research Support contract – which is contracted to end on 31 January 2025 (although DfT reserves the right to extend this to 31 January 2027).

Anonymised data that falls outside the scope of data protection legislation, as it contains no identifying or identifiable information, may be stored in the ERSC’s research data archive, or with DfT, to facilitate future research, such as into the longer-term impacts of the Fix Your Bike initiative.

Your rights and how to exercise them

Under the Data Protection legislation, you have the following qualified rights:

1. The right to access your personal data held by or on behalf of the ERSC
2. The right to rectification if the information is inaccurate or incomplete
3. The right to restrict processing and/or erasure of your personal data
4. The right to data portability
5. The right to object to processing
6. The right to object to automated decision making and profiling
7. The right to complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint

We will always respond to concerns or queries you may have.

If you wish to exercise your rights or have any other general data protection queries, please contact the University of Westminster’s Information Compliance Manager (dpa@westminster.ac.uk).

If you have any complaints or queries relating to the research in which you are taking part, please contact the Project Manager for this research (Beth Hiblin – beth@transportforqualityoflife.com).

Particular complaints about the survey can also be directed to either Professor Harry Charrington (Head of the School of Architecture and Cities, H.Charrington@westminster.ac.uk) or Professor Janet Jones (Head of College, Design, Creative & Digital Industries, J.Jones1@westminster.ac.uk).

This Privacy Notice was last amended on 08/09/2021 and will be subject to regular review/update.

<<Details of the Fix Your Bike Evaluation