Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Clenergy Electric Vehicle Chargepoint Management
This privacy notice is intended to provide information about how Rhondda Cynon Taf County Borough Council (referred to as ‘RCTCBC’, ‘Council’, ‘Local Authority’, ‘we’) will use (or ‘process’) personal data about individuals for the purpose of Clenergy Electric Vehicle Chargepoint Management.
This notice should be read in conjunction with;
The Data Controller
The Council is the data controller for the personal data processed for the purpose of
The Council is registered with the Information Commissioner’s Office (ICO) as a controller under reference Z4870100.
Queries relating to this privacy notice
If you have any questions or queries relating to this privacy notice please contact the Energy & Carbon Reduction Service.
- By email : EVCharging@rctcc.gov.uk
- By telephone : 01443 281186
- In writing : Energy & Carbon Reduction, Corporate Estates, Rhondda Cynon Taf CBC, Ty Trevithick, Abercynon, Mountain Ash. CF45 4UQ
Who we are what we do
Rhondda Cynon Taf CBC is committed to promoting and, and where appropriate enabling a comprehensive charging network, by increasing the provision of electric vehicle charging points across the County Borough.
Clenergy EV has been appointed to provide the Council with their Electric Vehicle Chargepoint Management System (EVCMS)
The majority of charge points provided by Clenergy EV will be for the Council’s fleet of vehicles, but there will be a small number of charging points made available for the use of staff and members of the public.
Council Fleet Vehicles will be provided with a Radio Frequency ID Card (RFID) which is linked to the registration of the car enabling them to recharge in multiple locations.
Staff and Members of the Public will need to download the Clenergy EV driver charging app and register an account.
Clenergy EV chargepoints use a Global Positioning System (GPS) which will track the location of the vehicle, by default this information can be associated with and linked to the driver of the vehicle.
The categories of personal data we process
We may process the following categories of personal data for the purpose of the EVCMS
Fleet Vehicles
- Radio Frequency ID Card
- Fleet Vehicle registration Number
Members of the Public/Staff
- Name
- Address
- Post Code
- Email Address
- Telephone Number
- Finance Details
Global Positioning Software (GPS)
Information captured through GPS can be associated with and linked to the driver of the vehicle. GPS will therefore indirectly capture the following personal data relation to the driver:
- Location of the charge points and the driver
- How long the Vehicle was charged and the fee paid
Why we process the personal data
We process the personal data to manage the EVCMS. This may include but is not limited to the following activities;
- To Provide the Councils Fleet Vehicles with RFID Cards to enable electric vehicle charging in multiple locations.
- To provide members of the public / staff with the Clenergy EV drivier charging app, enabling them to use the chargepoints and pay for the electricity used.
- To manage payments received through the Clenergy EV drivier charging app
- To manage the installation, commissioning, and maintenance of the Council EV charge points and infrastructure.
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data is;
- Public Task - Article 6 (e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
- Contract – Article 6(1)(b) - Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
Who or where we get the personal data from
We obtain the personal data directly from the Clenergy Electric Vehicle Chargepoint Management System
Who we share personal data with
The data captured by the Clenergy Electric Vehicle Chargepoint Management System is accessed and may be shared with the following internal departments:
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Who
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Purpose
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The Energy & Carbon Reduction Team
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To manage the installation, commissioning, and maintenance of the Council EV charge points.
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Fleet Services
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To manage the day to day running of the charge points
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Finance Department
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For the management of payments accumulated through the use of the charge points.
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Data Processors
A data processor is a company or organisation that processes personal data on our behalf.
Our data processors act only upon our instruction. They cannot do anything with the personal data unless we instruct them to do so. They will not share the personal data with any organisation apart from us or use it for their own purposes. They will hold it securely and retain it for the period we instruct.
We have appointed Clenergy EV to provide us with the EVCMS
How long we retain the personal data
We retain the personal data contained within EVCMS records for:
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Length of time
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Reason
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7 Years
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Business Need in line with financial requirements
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In keeping with the General Data Protection Regulation storage limitation principle, records are periodically reviewed. Information that has no long term or evidential value is routinely destroyed in the normal course of business.
Your data protection rights
The General Data Protection Regulation (GDPR) gives individuals important rights, including the right of access to the personal data that the Council holds about you.
Click here for further information on your information rights and how to exercise them.
Your right to make a data protection complaint to the Council
You have the right to complain to the Council if you believe we have not handled your personal data responsibly and in line with good practice.
You can do this by contacting the Energy & Carbon Reduction Service directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
- Email : EV Charging@rctcbc.gov.uk
- Telephone : 01443 281186
- In writing : Energy & Carbon Reduction, Corporate Estates, Rhondda Cynon Taf CBC, Ty Trevithick, Abercynon, Mountain Ash. CF45 4UQ
Alternatively, you can raise a formal complaint via the Council’s Customer Feedback Scheme using the following link (Make a comment, compliment or complaint online) or you can contact the Council’s Data Protection Officer at Information.management@rctcbc.gov.uk.
Your right to make a data protection complaint to the ICO
You also have the right to complain to the ICO if you are unhappy with how we have used your data. However, we encourage you to contact us first and provide us with an opportunity to look into your concern and put things right.
The ICO can be contacted:
- Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- Helpline number: 0303 123 1113
- Website: https://www.ico.org.uk