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1. The identity and contact details of MHCLG and our Data Protection Officer �

The Ministry of Housing, Communities and Local Government (MHCLG) is the data controller. The Data Protection Officer can be contacted at [email protected]

2. What personal data are we collecting and why?   �

Your personal data is being collected as part of the call for evidence for the New Towns Taskforce so we can contact you if we have further questions on the evidence you’ve submitted.Ìý 

The following personal data is being collected for this purpose: 

• your name 
• your role/job title 
• your email 
• your phone number depending on the topic of the consultation, other personal data such as your postcode or employment status 
• any personal data you volunteer by either way of evidence or example in your response to the consultation. Please don’t submit any Special Category data in your response.Ìý

We may use your personal data to: 

• contact you regarding your submission or related matters 
• protect ourselves against malicious activity e.g., spam, bots etc as we will be able to verify the source of the information.  

3. Lawful basis for processing the data �

UK data protection legislation sets out when we are lawfully allowed to process your data. The lawful basis that applies to this processing is Article 6(1)(e) of the UK GRPR, which allows us to process personal data when this is necessary for the performance of our public tasks in the exercise of our official authority.Ìý

4. With whom we will be sharing the data 

We may share your data with other government departments and Homes England for the purpose of building our evidence base. We will also share your data with Microsoft who provide MHCLG’s IT systems as our Data Processor, under strict terms and conditions.Ìý

We will not: 

• sell or rent your data to third parties 
• share your data with third parties for marketing purposes 

We will share your data if we are required to do so by law, for example by court order, or to prevent fraud or other crime.Ìý

Please indicate in your submission if any of the information you have submitted is sensitive and should not be shared outside the Taskforce and MHCLG.Ìý

5. For how long we will keep the personal data, or criteria used to determine the retention period �

We will only retain your personal data for as long as: 

• it is needed for the purposes of the call for evidence 
• the law requires us to retain it.Ìý

This generally means that we will hold your personal data for at least two years from when we collect it from you.Ìý

6. Your rights, e.g., access, rectification, erasure  �

The data we are collecting is your personal data, and you have rights that affect what happens to it. You have the right to: 

a. know that we are using your personal data

b. see what data we have about you 

c. ask to have your data corrected, and to ask how we check the information we hold is accurate 

d. complain to the ICO (see below) 

In some circumstances you may also have the right to withdraw your consent to us having or using your data, to have all data about you deleted, or to object to particularly types of use of your data. We will tell you when these rights apply.Ìý

7. Sending data overseas �

Your personal data will not be sent overseas.Ìý

8. Automated decision making �

We will not use your data for any automated decision making.Ìý

9. Storage, security, and data management �

Your personal data will be held on our secure government IT system and will be stored there for two years before it is deleted unless we identify that its continued retention is unnecessary before that point.Ìý

10. Complaints and more information �

When we ask you for information, we will keep to the law, including the Data Protection Act 2018 and UK General Data Protection Regulation.Ìý

If you are unhappy with the way the Department has acted, you canâ€�make a complaint.Ìý

If you are not happy with how we are using your personal data, you should first contactâ€�[email protected].Ìý

If you are still not happy, or for independent advice about data protection, privacy, and data sharing, you can contact:

Telephone: 0303 123 1113 or 01625 545 745