A privacy notice is the written (or oral) statement that individuals are given when personal information is collected from them. In order to comply with the fair processing terms and conditions of the Data Protection Act such notices must always be included on all forms/on-line surveys/questionnaires (or other medium) which asks for personal data. The basic legal requirement of a Privacy Notice is to make sure people know who you are, what you intend to do with their information, who it will be shared with or to whom it will be disclosed. Depending on the circumstances you may decide to inform people:
Individuals should not be misled when their personal data is requested. It is important to make sure that where people have a choice about whether to supply their personal information, they are given a genuine opportunity to exercise it. A good example of this is the opportunity to subscribe to, or unsubscribe from, direct marketing, or the completion of a survey or on-line training. Even if individuals have no real choice, the collection of information about them still has to be fair and transparent. A privacy notice must therefore be included which ensures the individual either provides a signature, or ticks a box, agreeing to the processing of their data as described. When collecting personal data on-line privacy notices (see example below) should be clearly shown. The individual should not be able to continue completing the survey/questionnaire/form etc. unless their prior consent has been given (e.g. via a tick box).
To be included on all forms/surveys/questionnaires when collecting personal data from any medium, including via the internet.
The personal information collected on this form/questionnaire/survey/other (please insert) will be processed by the University in accordance with the terms and conditions of the 1998 Data Protection Act. We will hold your data securely and not make it available to any third party unless permitted or required to do so by law. The requested information will be used as follows (please insert):
I agree to the University processing my personal data as described above