Surveys - Privacy Notice

Who are we and what we do

We are ‘Publica’ Group (Support) Limited and are a council owned employment company which delivers shared services between Cotswold, West Oxfordshire and Forest of Dean District Councils and Cheltenham Borough Council (hereon known as “Clients”). Publica additionally provides services to the Cheltenham Trust, Cheltenham Borough Homes and UBICO (an environmental services local authority company) (hereon known as “Clients”).

Publica is a data controller under the Data Protection Legislation as we collect and process the personal information about that you may disclose to us when completing a survey. Publica is also a data processor under the Data Protection Legislation as we collect and process personal information on behalf of our Clients when delivering shared services.

This notice explains why we ask for your personal information, how that information will be used and how you can access your records.

Any questions regarding our privacy practices should be sent to:

Data Protection Officer (DPO)
Publica Group (Support) Limited
Trinity Road, Cirencester GL7 1PX
Tel: 01993 861194

Why Publica needs your information and how we use it

We may use surveys to collect public opinion on a number of issues, such as initiatives, schemes or services. The completion of the survey is entirely optional, we will only use your information on the basis that you have given consent. We will use your data for statistical purposes.

We do not sell your personal information to anyone else.

What is the legal process for collecting and processing this data

Under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018, the lawful base we rely on for processing this information is:

What type of information is collected from you

Dependent upon the nature of the survey personal details may include:

Special categories of personal data

Dependent upon the nature of the survey we may collect special category personal data about you. Special category data encompasses details about your race or ethnicity, political opinions, religious or philosophical beliefs, trade union memberships, genetic data, biometric data where used for identification purposes, health, sex life and sexual orientation.

We collect this information directly from the data subject via the completion of a survey.

Who your information may be shared with (internally and externally)

Your data is shared internally only with the appropriate staff where it is necessary for the performance of their roles.

We will not normally share your information with organisations without your consent.

Your information will not be disclosed to any other organisations, except where we are required and allowed to by law, to safeguard public safety and in risk of harm or emergency situations.

We will not share your information with third parties for marketing purposes. 


Your personal information may be converted into statistical or aggregated data in such a way that ensures that you cannot be identified from it. Anonymised data cannot, by definition, be linked back to you as an individual and may be used to conduct research and analysis, including the preparation of statistics for use in our reports.

How long we keep your information (retention period)

We will retain your personal data for 12 months. Once your data is no longer needed it will be securely and confidentially destroyed or disposed of the data in line with retention schedules.

How we protect your Information

Your data is stored securely on our systems and accessed only by authorised officers using their own username and password created in line with pre-defined user credentials. Personal data is also held in electronic files on our network drives. These are only accessible through personal logon credentials and access privileges to specific drives. Access to our sites require a personal electronic pass to access staff only areas. We have strict procedures for the way this is done. Any and all information about you is treated as confidential and with respect. There are also clear rules and guidance about storing, recording and sharing information which staff receive training on.

We will not transfer your personal data outside the EU without your consent.

We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse or unauthorised alteration or destruction.  

Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.  

We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

Your rights

You have the following rights under the Data Protection Legislations:

How you can access, update or correct your information

The Data Protection law gives you the right to apply for a copy of information about yourself. This is called a ‘Subject Access Request'.

If you wish to see a copy of your records you should contact the Data Protection Officer. You are entitled to receive a copy of your records free of charge, within a month.

In certain circumstances access to your records may be limited, for example, if the records you have asked for contain information relating to another person.

The accuracy of your information is important to us to be able to provide relevant services more quickly. We are working to make our record keeping more efficient. In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information that we hold is inaccurate or out of date, please email us or write to us at:

Data Protection
Publica Group (Support) Limited
Trinity Road, Cirencester GL7 1PX
Tel: 01993 861194

Further information

If you would like to know more about how we use your information, or if for any reason you do not wish to have your information used in any of the ways described in this privacy notice, please contact the Data Protection Officer at

For more information about data protection please visit:

If you are concerned about the way we are handling your personal information you can contact the Information Commissioner (ICO):

Publica reserves the right to update this privacy notice from time to time by publishing a new version on our website.