Privacy notice AI assistant user experience survey

Purpose of this document

The Department for Business and Trade (DBT) is committed to protecting the privacy and security of your information. This privacy notice describes how we collect and use personal information about you in accordance with UK Data Protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are required under data protection legislation to notify you of the information contained in this privacy notice. It is important that you read this notice so that you are aware of how and why we are using your information.

What data we process

This is a voluntary survey  – by entering the survey you are providing consent for information on your experience using the digital service to be collected. It is hosted by Qualtrics, the survey tool that DBT uses. You can read about how Qualtrics processes your data in its privacy statement: https://www.qualtrics.com/privacy-statement/

If you participate in the survey, the personal data we will process and collect includes your:

• sector
• exporting experience
• opinions and any other information you volunteer about yourself

Mandatory information to be collected as part of the survey exercise is as follows:

• IP address (automated collection)
• Cookies (for Qualtrics)

Why we need your data

The information you provide will be processed by DBT to gather feedback to evaluate and/or improve the AI assistant.

Our legal basis for processing your data

The legal basis for processing your personal data is the ‘public task’ lawful basis, where we need to process data to perform a task carried out in the public interest or for one of our official functions (Article 6 (1) (e) of the UK GDPR), relying on the Trade Act 1974, which is to test and evaluate a new service to enable the efficient and effective delivery of DBT's functions. Our role includes helping UK businesses grow through exports. The service enables users to ask questions about exporting, which helps ensure that businesses are informed and able to act on relevant trade prospects. This supports the UK’s economic growth and trade strategy, which is a core part of DBT’s public mission.

How we process your data

Your personal data will be processed internally by the research team, and anonymised for reporting, and no individual will be identifiable through reporting.

We will only process your personal data for purposes which are compatible with those specified in this privacy notice. This may include archiving in the public interest, or scientific, historical or statistical research, in accordance with Article 89 UK GDPR. Where your data is further used for research purposes, appropriate safeguards (including anonymisation, pseudonymisation and data minimisation techniques) will be used to ensure that your personal data is only processed where it is necessary for us to do so, and that it is processed lawfully and securely.

How we share your information

We will only share your personal information with third parties for the purpose disclosed in this privacy notice and in accordance with our instructions. We do not allow our third-party service providers to use your personal data for their own purposes.

Where the law allows us, we may share your data with other recipients, for example government departments, public agencies or bodies or third-party service providers.

We will not:

• sell or rent your data to third parties
• share your data with third parties for marketing purposes

We will not make your personal data available to any third party without your agreement unless we are required to do so by law or regulation – for example, by court order, or to prevent fraud or other crime.

Third parties with whom your data may be shared with include Qualtrics, who are the data processor.

High-level aggregated summaries, but not your individual response, may be shared with other government departments.

Aggregated analysis of responses may also be shared with the Information Commissioner’s Office, the Government Internal Audit Agency and the National Audit Office.

How long we keep your data

We will only retain your personal data for as long as it is required to fulfil the purpose for which we collected it. When it is no longer necessary to retain your personal information for the purposes stated in this notice, we will anonymise it.

How we protect your data and keep it secure

We are committed to doing all that we can to keep your data secure. We have set up systems and processes to prevent unauthorised access or disclosure of your data. For example, we protect your data using varying levels of encryption. All personal data is stored in the European Economic Area.

We also ensure that any third parties keep all personal data they process on our behalf secure.

Your rights

You have the right to request information about how your personal data is processed.

You can also raise an objection about how your personal data is processed.

Consequently, under certain circumstances, by law you have the right to:

• object and restrict further processing of your data; however, where legally enforceable this may affect the service we are able to provide to you.
• request to have your data deleted where there is no compelling reason for its continued processing and if there are no legitimate grounds for retaining it.
• request your data to be rectified if it is inaccurate or incomplete.
• not be subject to automated decision-making including profiling.

Contact us

If you have any of these requests or have questions about this privacy notice and how we handle your personal information, you can contact:

Data Protection Officer

Department for Business and Trade
Old Admiralty Building
Whitehall
London SW1A 2DY
Email: data.protection@businessandtrade.gov.uk

Information Commissioner’s Office

Contact the Information Commissioner for independent advice about data protection, privacy, and data-sharing issues.

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire  SK9 5AF
Telephone: 0303 123 1113
Textphone: 01625 545860
Email: casework@ico.org.uk

Changes to this privacy notice

We reserve the right to update this privacy notice at any time and we will provide you with a new privacy notice when we make any substantial updates.

The Department for Business and Trade is registered as a Data Controller under the UK GDPR and DPA 2018.  This is a placeholder page for the chatbot private beta survey privacy notice