Privacy Notice

Privacy Notice under the General Data Protection Regulation (Regulation (EU) 2016/679), it determines what your data is used for and why it is collected.

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Bristol City Council is the data controller for the purposes of the Data Protection Act 1998 and other regulations including the General Data Protection Regulation (Regulation (EU) 2016/679), which means it determines what your data is used for and why it is collected. The purpose of this privacy notice is to tell you about what information we collect about you when you use our service, how we use that information and who we may share it with.

The contact details of the data controller are Bristol City Council, City Hall (College Green, Bristol BS1 5TR).

What data we need to collect and the legal basis for processing it

To provide this service, we will process some or all of the following data, depending on the services you might be receiving from the REPLICATE project partners:

  • Bristol City Council:
    • Customer: Age, Sexual Orientation, Gender, Transgender, Ethnicity, Disabilities, Customer Energy Data, Customer Salutation, First Name, Last Name, Date of Birth, Primary Telephone Number, Alternative Telephone number, Customer Email Address, Twitter Handle, Customer Benefits information, Customer Household Income, Customer Number of dependants, Customer Tenure, Customer Full Address, Customer Post Code, Customer Previous Address.
    • Property: Detachment Type, Property Number of bedrooms, Property Heating type, Property Current Heating System, Property number of radiators, Property Floor Area, Property Wall Area, Property Number of Windows, Property Number of Internal and External Doors, Property Number of Storeys, Property Wall Type.
    • Landlord: Name, Landlord Address, Landlord Post Code, Landlord Phone Number, Landlord Email Address, 1 year of energy bills.
    • Interest in receiving newsletters and in becoming a REPLICATE volunteer/champion.
    • Name, address and contact number of charge point installer.
  • Bristol Energy Networks:
    • First name, last name, email address, telephone number, full address, interest in receiving newsletters.
  • Co-wheels:
    • First name, last name, full address, Email Address, Contact Numbers, Date of Birth, Driving License details and Number, Payment Details.
  • Esoterix:
    • The service will store a user’s: Name and (if a minor) age, Home location, Specific mobility needs, Other locations the user travels to and/or from, History of journeys made using the service, Credit for the service (credit may be topped up through a 3rd party online payment provider).
  • Bristol is Open:
    • Energy consumption data.
  • University of West England:
    • First name, last name, age, gender, full address, e-mail address, contact numbers, information relating to financial affairs of individual, information relating to family lifestyle and social circumstances of individual, racial & ethnic origin, information on physical or mental health condition, information on education and employment status.
  • Knowle West Media Centre:
    • First name, last name, Full Address, E-mail Address, Telephone Number, information relating to physical and mental health, information relating to family and social circumstances.
    • Real time location of air quality sensor; readings from air quality sensors (where participant name / device number is identifiable); routes taken whilst using air quality sensor (where device number is identifiable).
  • Narec:
    • Energy consumption data, first name, last name, full address, postcode, e-mail address, make of machine installed.
  • University of Bristol:
    • Name, Anonymized location, origin and destination of journey.
    • Data processed through the Smart City Platform by other partners.

We are collecting this data with your consent.

How long we will keep your data for

Every partner in the REPLICATE project need to hold some of the collected data at least for 5 years after the end of the REPLICATE project final balance is paid, in accordance with the European Union’s Horizon 2020 Research and Innovation programme’s grant agreement No 691735, article 18 Keeping records – supporting documentation.

However, as every partner in the REPLICATE project regulates the data they are processing in a different way, the period of time that we will hold the rest of the data will depend on the policies of each partner. After the time specified below, your information will be deleted or archived

  • Bristol City Council: 30 Years – This is to ensure we hold data for as long as our customers may need help with faulty / damaged works.
  • Bristol Energy Networks: For the duration of the REPLICATE project – February 2021.
  • Co-wheels: For the duration of the user being a member of Co-wheels plus 12 months.
  • Esoterix: Until the user requests account deletion, in which case all user account records are deleted.
  • Bristol is Open: For the duration of the REPLICATE project – February 2021.
  • University of West England: 3 years after project’s closure – February 2024.
  • Knowle West Media Centre: For five years beyond the provision of their personal information; for more than five years should they continue to participate in activities at KWMC after five years.
  • Toshiba: Until the user requests data erasure, it will be kept on our servers for research purposes.
  • Narec: For the duration of the REPLICATE project – February 2021.
  • University of Bristol: Data will be retained for a minimum of 10 years.

Why we need to collect your data

We will use this information for the implementation, delivery, and monitoring and scale up of the REPLICATE project. This would involve processing of personal data to understand the eligibility of each Bristol resident (citizens living or working in the areas of Ashley, Easton and Lawrence Hill); gathering information for the delivery of the project; monitoring the information for the development of the project; scale up, research and academic purposes.

Bristol City Council will use the data for the engagement with interested people by direct contact or by newsletters and to process along with Bristol Energy Networks the recruitment of early adopters and beneficiaries for the project. Furthermore, Knowle West Media Centre will use the information to register participants and ensure they are eligible to take part and to enable Knowle West Media Centre to evaluate if particular groups are under-represented in the REPLICATE project. This information will also be used to contact participants to keep them informed about changes on the project.

All project generated data will be available on the Open Data Bristol platform (opendata.bristol.gov.uk). All data shared on the data platform will be anonymised with no personal details connected to it. Using the Open Data Bristol platform, anyone will be able to use this data, both now and in the future, to inform projects, products and research, potentially benefiting yourself and the wider community. You as an individual or household will not be identifiable from the data gathered on the data platform.

Some of the data processes listed below will run through the Smart City Platform, which will allow the REPLICATE project to monitor data for research purposes. This is a dynamic city management system covering themes of transport, energy and community safety amongst others.

SMART HOMES

Your registration information will be used by Bristol City Council (Warm Up Bristol) to order and manage the installation of your new smart appliance(s). This information will also be made available to the University of the West of England (UWE) who are the REPLICATE project partners for evaluation and monitoring and are examining the effectiveness of the project. UWE may also contact you after you have had your appliance installed to arrange an interview to share your experiences with your consent.

Data will also be used by Bristol is Open to provide smart energy use case users with energy consumption/demand data, while Narec will identify this consumption by analysing the operations of the smart appliances within participants homes.

MOBILITY

Co-wheels will assess the eligibility of users and will administer the billing for the electric-vehicle service they will be providing. Real-time parking information will be provided by Toshiba, which will utilize data to detect on-street parking availability. University of Bristol will use the data to monitor the effectiveness of the interventions. Data will also be used for asset register, maintenance checks, emergency call-out and insurance of charging points.

Esoterix will handle data to provide near-door-to-near-door transport upon passenger request and with respect to any specific mobility needs. They will also process collectively to predict future service usage and adjust future services to better meet passenger need and/or improve commercial sustainability.

CREATED BY US

Data will be used by Knowle West Media Centre to allow participants to log–in to an app and activate air quality sensors and to understand the impact that air quality may have on medical conditions. Knowle West Media Centre will also map travel patterns around the project area to understand areas of air pollution (including the start and end points of local journeys).

 

We will also use your details to provide other council services when you need them and combine them into one single record containing your basic details and information about your transactions. This will help you because you will not have to repeat the same basic information all the time. It also helps us to deal with your requests more quickly and tailor our services to meet your needs.

We may also use your data to identify, understand and meet the needs of individuals and families who will benefit from a multi- agency response. For more information about this please visit www.bristol.gov.uk/thinkfamily.

We collect data to help improve the health and wellbeing of Bristol residents. Find out more from www.bristol.gov.uk/social-care-health/healthy-living.

Who we share your data with and why

This data will be shared with associates and third parties collaborating on the REPLICATE project of Bristol. These are associates collaborating on the REPLICATE project: Bristol City Council departments (City Innovation and Sustainability, Energy, Communication and Marketing, ICT-Digital Transformation, International Team, Legal, Public Transport, Enterprise Architecture, City of Service, Warm Up Bristol, Energy Services), Samsung, Narec, NEC, Bristol is Open, University of West England, Bristol Energy Networks, Esoterix Systems Ltd , Co-wheels Car Club, Knowle West Media Centre, University of Bristol, Toshiba, Route Monkey and Zeetta Networks. Data is shared with them so that we can provide to our partners the details necessary to develop the implementation, delivery, and monitoring and scale up of the REPLICATE project and for research purposes. These contractors and organisations use the same security standards as the council and we will only pass them your details with your permission and only when you need a service that they provide on our behalf. They are not allowed to share your details with anyone else for any other purpose.

The third parties that will process some of the data are the following: United Housing North East Electrical, Pacifica, ProHeating Services, Plumbtec (Southwest) Ltd, Lifestyle Contract Servicing, Imperial Windows, PRS Group, Raeburn Construction Services Ltd, Thermabead, SERS Energy Solutions Ltd, Wales & West Utilities, Private Housing team, Joyner Group, Care and Repair, Inactive / Administration, Energywise, Concordia Construction Ltd, BR Hodgson Group, Approved Energy Services Ltd, Southern and Scottish Energy (SSE), The Energy Savings Trust (EST), British Board of Agreement (BBA), TriplQ Systems Ltd, The Things Network, Trakm8, Ordnance Survey. These third parties are required by their contractors to meet the General Data Protection Regulation.

Any personal data/identifiable data about you or your home will only be available to REPLICATE project partners for research, installation, Energy Demand Management and monitoring purposes. Any data that is publically available via the Bristol Open Data Platform will be anonymised so your data can not be attributed to you or your property.

If we have your consent to use your data

You can withdraw your consent for us to process your information at any time by contacting us at the contact details provided below. However, by doing so you will become ineligible to be part of the Replicate Project.

If you have received any benefit from the Smart Homes project of REPLICATE, as stated in the contract, you will be required to hand it back before withdrawing your consent for us to use your data.

Where we have used automated processing or profiling

This data has been processed automatically and may be used to make several non-legally significant decisions based on the information you supply:

  • Smart Homes project: The decision is reached on the appliances by receiving the data by the project’s data online platform from each person. The data is given a unique ID and stored into a database. The ID has a private and a shareable identification, the reason University of Bristol do this is to be able to secure the data and also share the ID for pulling of the data. Your data is processed using a software package Node.js.  This data processing is important so University of Bristol can provide access to the data in real time or historical format. Holding data in this way enables us to interpret and analyse it efficiently.
  • Mobility program’s Buzz project: The decision is reached by analysing the journey requests alongside those of other passengers. This is important because Esoterix can then improve their transport provision for all and means that they can more readily cater specifically for identified mobility needs.

Where we have received your data from a third party

We have received registration information data from Bristol Energy Network and United Housing and location data from University of Bristol.

Your rights as a data subject

You have the right to ask for access to your data and where data is found to be inaccurate to have that data corrected.  In certain circumstances you have the right to have data held about you erased, or the use of it restricted. You may be able to object to processing and may also have the right to have your data transferred to another data controller.

You also have a right of complaint to the Information Commissioner’s Office (ICO) at www.ico.org.uk if you think we have not dealt with your information in a proper manner.

You can ask to see what information we hold about you and have access to it. You can do this by contacting:

Senior Data Protection Officer

Bristol City Council

ICT Commissioning and Information Governance

P O Box 3176

BRISTOL

BS3 9FS

Data.protection@bristol.gov.uk

 

Other questions about the data being processed may also be sent to the above address.

Fraud Prevention and Detection:

Bristol City Council is required by law to protect the public funds it administers. It may share information provided to it with other bodies responsible for auditing, administering public funds, or where undertaking a public function, in order to prevent and detect fraud. For more information visit www.bristol.gov.uk/data-protection-foi/fraud-prevention-and-detection.

 

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This project has received funding from the European Union's Horizon 2020 Research and Innovation programme under grant agreement No 691735