Director of Public Health Annual Report privacy notice

The name of the project and a brief description of it

Director of Public Health Report (2023) – Healthy Ageing, laying the foundations for good physical and mental health.

Leeds City Council is currently developing our Public Health Annual (2023) Report. This is produced by the Director of Public Health, Victoria Eaton.

The report will cover how people in Leeds over the age of 50 view and experience ageing. The report will centre the voices of people from all areas of Leeds. The organisers want to hear from people in Leeds about their experiences of ageing.

The data controller for this project

Leeds City Council is the data controller for all personal data received as part of this research. The Brightsparks Agency Ltd, who will analyse some of the data collected through surveys and other forms of engagement, is the sub-contractor appointed by the council, and will act as a data processor for Leeds City Council. The council’s software supplier, SmartSurvey Ltd, will process the data collected from surveys on behalf of the council and will act as a data processor for the council.

The data we will collect

We only collect and use the minimum amount of personal information required when delivering this project. We will use all or some of the personal information below:

  • name
  • phone number
  • email address
  • age
  • area of Leeds
  • sex 
  • gender identity
  • ethnicity
  • sexual orientation
  • religion 

Leeds City Council may also make videos, short film or webpage during engagement events. The imagery created during these events may be used in the report and in future events, marketing and promotional activities.

The above applies to use:

  • on authorised internet pages
  • in information leaflets
  • in guidance booklets
  • in social media (Twitter, Facebook, YouTube, Instagram)
  • in corporate publications
  • on CD ROM or in electronic-based documents
  • in promotional films
  • in news media and press releases, on approval by Leeds City Council

Why we process your data

Your responses to the surveys will be used by Leeds City Council to input into the Director of Public Health annual report. Subject to consent, we may also use quotes from the interviews and engagement sessions in the report. Responses will be shared with the Brightsparks Agency Ltd who will analyse them for inclusion into the report.

All the data collected during the project will be treated in strict confidence and in accordance with the requirements of the Data Protection Act 2018 and UK General Data Protection Regulation (UK GDPR). The data provided by you will not be used for any purpose, other than stated in this Notice.

Legal basis for processing

We will process the data provided by you based on your consent in accordance with UK GDPR Article 6(1)(a). The processing shall be lawful only if and to the extent that the following applies:

  • the data subject has given consent to the processing of their personal data for one or more specific purposes

We will process special category data in accordance with UK GDPR Article 9(2)(a) which states that:

  • the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union or Member State law provide that the prohibition referred to in paragraph 1 may not be lifted by the data subject

Withdrawing your consent

You have the right to withdraw your consent from participating in the project at any time. If you decide that you no longer wish to participate in the scheme, please contact Please note that we may not be able to remove the information if it was already included in the research.

Data retention, storage and destruction

Our data retention policies and procedures are designed to help ensure that we comply with our legal obligations in relation to the retention. This means that any background information you provided to assist with the research will be kept for seven years and then deleted. In some cases, it may be kept for a longer period where there is business requirement. The Director of Public Health annual report will remain archived and in the public domain beyond this point.

Who we can share your data with

The Brightsparks Agency Ltd, who will analyse the data you provided in surveys and during the engagement sessions will analyse it on our behalf. The data will be facilitated by the council’s software supplier, SmartSurvey Ltd.

In addition, we will share your personal data:

  • where such disclosure is necessary for compliance with a legal obligation to which we are subject
  • in order to protect your vital interests or the vital interests of another natural person
  • for the purposes of security and prevention of fraud and other criminal activity
  • where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure

Automated decision making

Your data will not be used for any automated decision making, including profiling.

Your rights

Please refer to the council’s webpage for full description of your rights.

Please note that these rights are subject to certain limitations and exceptions. You can also learn more about the rights of data subjects through the Information Commissioner's Office (ICO).

You may exercise any of your rights in relation to your personal data by written notice to us, using the contact details set out below.

When your data gets sent to other countries

The information you provide will not be transferred to another country outside of the UK.

Contact us

Any queries in relation to this project should be forwarded to:

Rebecca Jefferies (Programme Officer), Leeds City Council, Merrion House, 5th Floor West, 110 Merrion Centre, Leeds, LS2 8BB


Data Protection Officer

Data protection officer (

Our privacy notice is available to view

Changes to this notice

We keep our privacy notice under regular review. We will notify you of significant changes to this notice by email or other means as appropriate. This privacy notice was last updated November 2023.