Privacy notice

Coventry City Council complies with the Data Protection Act and the UK GDPR, and is registered with the Information Commissioner’s Office (ICO) as a Data Controller.

NIHR HDRC Coventry Health Determinants Research Collaboration (HDRC) is part of Coventry City Council. Working with services within Coventry City Council and collaborators across the city, NIHR HDRC Coventry is developing a research infrastructure within the Council.

This Privacy Notice explains how NIHR HDRC Coventry (part of Coventry City Council) will process and use personal information collected from you when you engage in activities.

Why we collect and use Personal Data about you

As part of our engagement activities with Coventry residents and the voluntary sector, NIHR HDRC Coventry collect and hold personal information about you for the following purposes:

• NIHR HDRC Coventry newsletter
• Public Voice Group

If you are a member of the Public Voice Group, we will use your information to contact you and to invite you to events, and to process payments for your participation. For further information, please refer to the Public Voice Group Privacy Notice.

• NIHR HDRC Coventry support request form

If you make a request for support with research training, evidence reviews, service evaluations or for help with collaborating opportunities, we will use your information to respond to your request.

• MeLearning

If you sign up for the Council’s Me Learning platform to access the health determinants e-learning course, we will collect your information to enable this access. For further information, please refer to the Me Learning privacy notice.

• Citizen Science course

If you sign up for the Citizen Science course, which is being delivered in collaboration with Coventry University, we will use your information to enable this access. For further information, please refer to the Citizen Science privacy notice.

• Research governance application form

If you are making an application to carry out research, we collect and hold personal information as part of our research governance process to assess and process your application.

We rely on consent as the lawful basis for processing your data.

Where explicitly required by our funder, the National Institute of Health Research (NIHR), we will collect and process special category data for equality and diversity monitoring purposes. Equality and diversity data will only be used in an anonymised form to ensure we are meeting our equality and diversity objectives. You have the option to choose whether or not to provide this information.  

What information do we collect about you?

• Name
• Email address
• Job title
• Workplace/organisation
• Bank details
• National Insurance number
• Home address
• Occupation and line manager’s name and email address
• Academic supervisor’s name and email address
• Names of researchers involved in research project
• Sponsor’s name and email address
• Age
• Ethnicity
• Religion
• Legal sex and gender identity
• Sexual orientation
• Disability

Who we share your personal Data with

We will share your data with:

• Other Council service areas
• Our collaborators: Coventry University , University of Warwick , University Hospitals Coventry and Warwickshire NHS Trust  and The UCL Institute of Health Equity
• Our Voluntary Sector Partners: Central England Law Centre, Central Hall, Coventry Citizens Advice, Coventry Independent Advice Service, Foleshill Women’s Training (FWT), Grapevine, The Highlife Centre, Voluntary Action Coventry
• National Institute for Health Research (NIHR)
• MeLearning For details of how MeLearning will process your data, please refer to their privacy notice.

How long will we keep your information?

We will only keep your information for as long as we need to so we can give you the service you need, unless we must keep it for legal reasons. The time can be different depending on the service you are receiving.

Your Rights

You have the right to:

1. Ask to see the personal information we hold about you
2. Withdraw consent
3. Ask us to change information we hold about you if it is wrong
4. Ask us to delete the information we hold about you
5. Ask us to limit the way we use your personal Information
6. Complain to the Information Commissioner’s Office

To exercise any of these rights please contact the NIHR HDRC Coventry team and/or email coventryhdrc@coventry.gov.uk

Withdrawal of Consent  

Where personal data is processed on the basis of consent, you will have the right to withdraw that consent. However, Coventry City Council process personal data that it is necessary to do so in order to comply with our legal obligations and to enable us to perform tasks carried out in the public interest. 

Complaints

You have the right to submit a complaint if you are unhappy with the way your personal information is handled or disagree with a decision made by the council regarding your data. In these circumstances you can contact the Data Protection Team (DPO) and request a review of the decision. Email: DPOTeam@coventry.gov.uk

If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner’s Office at:

The Information Commissioner’s Office,

Wycliffe House,

Water Lane,

Wilmslow,

Cheshire,

SK9 5AF.

Date of last review: August 2026