Privacy Policy

Exeter City Council Privacy Notice: EngagementHQ

Who we are
Exeter City Council (“the Council”) is the data controller for personal data collected through EngagementHQ, our digital platform for public consultation and engagement. The Council’s registration number is Z5448502.  

If you have any questions about how we use your information, please contact our Data Protection Officer:

The software platform this website runs on and associated technology operations are provided by Bang the Table Pty Ltd. Click this link for the Privacy Policy governing their service.

What information we collect and why
 When you register for Engage Exeter or participate in Engage Exeter activities (such as surveys, polls, or discussions), we may collect:

  • User name, email address, year of birth, and postcode (when you register to participate in Engage Exeter activities) 
  • Your responses and feedback provided during consultation and engagement activities (this will include demographic information)
  • Any additional information you choose to provide during consultations

We use this information to:

  • Facilitate public engagement and consultation on council initiatives
  • Analyse feedback and report outcomes (all reporting is anonymised)
  • Contact participants about engagement outcomes or future opportunities
  • Ensure feedback is representative of Exeter’s population

Legal basis for processing
 We process your personal data under UK GDPR and the Data Protection Act 2018:

  • To carry out tasks in the public interest or official authority (Article 6(1)(e))
  • To comply with legal obligations (Article 6(1)(c))
  • With your consent, where applicable (Article 6(1)(a))
     For special category data, we rely on explicit consent or if you have made the data public (Article 9(2)(a), 9(2)(e)).

Who we share your information with
 Your personal data may be shared with:

  • Other departments within Exeter City Council
  • Approved third-party service providers (e.g., Granicus, Strata)
  • Government agencies where required by law

We will not provide personal data to anyone else or use it for any other purpose unless the law allows or requires us to do so. All reporting from EngagementHQ is anonymised, and data is stored securely on Granicus servers in the UK

How long we keep your information
 We retain information collected via EngagementHQ for as long as necessary to administer engagement activities and respond to related issues, in line with our Corporate Retention and Disposal Policy. Sign-up data will be kept until you close your account.

Your rights
 You have rights under UK GDPR, including:

  • The right to access your personal data
  • The right to correct or delete your data
  • The right to restrict or object to processing
  • The right to withdraw consent (where applicable)

For more information about your rights, visit the Data Protection section of our website or contact our Data Protection Officer.

Information security
 EngagementHQ is GDPR-compliant and certified to ISO/IEC 27001:2013 for information security management. Data is stored securely in the UK, access is restricted to authorised personnel, and all reporting is anonymised.

Comments, complaints, or queries
If you have any concerns about how your personal information is handled, you can contact the Data Protection Officer at data.protection@exeter.gov.uk  

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

  • Website: www.ico.org.uk
  • Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
  • Telephone: 0303 123 1113