Notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Work and Skills, funded by Welsh Government (Communities for Work+) and UK Government Shared Prosperity Fund (People and Skills).
Introduction
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 Welsh Governemnt and UK Government funded Employability Programmes (CfW+ and SPF People & Skills).
This notice should be read in conjunction with;
The Data Controller
The Council is the data controller for the personal data processed for the purposes of Welsh Government and UK Government funded Programmes (CfW+ and SPF People & Skills).
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 Work and Skills Team:
By email: workandskills@rctcbc.gov.uk
By telephone: 01443 425761
In writing: RCTCBC, CfW+/SPF People & Skills Central Team, Ty Elai, Dinas Isaf Industrial Estate, Williamstown, Tonypandy, RCT. CF40 1NY.
Who we are what we do
RCTCBC Work and Skills, provide training opportunities and employment support to residents across Rhondda Cynon Taff.
Work and Skills is funded by the following:
- UK Government Shared Prosperity Fund, People and Skills Grant
- Welsh Government, Communities for Work Plus (CfW+)
Whose personal data we process
We may process personal data relating to the following individuals to provide Welsh Government and UK Government funded Work and Skills Programmes (CfW+ and SPF People & Skills);
- Individuals that refer into our service and register to take part in the activities that we deliver for grant funded programmes.
The categories of personal data we process
We may process the following categories of personal data to provide, evidence and analyse support and outcomes under Welsh Governement and UK Government funded Work and Skills Programmes (CfW+ and SPF People & Skills):
- Contact information, including name, address, telephone numbers and email address.
- Identifying details, including date of birth and national insurance number.
- Individual personal circumstances including benefit position, employment experience and level of educational attainment, personal goals and barriers to employment.
- Equal opportunities information (anonymous and optional)
- Language preference
- Attendances at activities
- Individuals progression and achievements following support
Why we process the personal data
We process the personal data to provide Work and Skills services.
This may include but is not limited to the following activities;
- Personal information is used to tailor support to participants of the programme and allows us to provide information on what support and activities are available.
- We may also make referrals to other trusted partner organisations (outside of the programme) on an individual’s behalf.
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to provide Welsh Government and UK Government funded Work and Skills Programmes (CfW+ and SPF People & Skills) 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.
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- Information that is provided directly by participants of the programmes who complete registration/referral forms prior to receiving support or attending activities.
- Information provided by voluntary sector partners who deliver activities on our behalf where again participants complete registration forms prior to receiving support or attending activities. These organisations include: Hirwaun YMCA, Your Future Training, Glyncoch Community Regeneration Ltd., Gilfach Goch Community Association, Fern Partnership, Valleys Kids, Blaenllechau and Fernhill Youth Projects.
- Information provided by other departments in the Council where participants have requested and require employment support or to access programme activities e.g. Resilient Families service, Social Services.
- Information provided by partners and other organisations e.g. referrals from Cwm Taf Health Board, Housing Associations, other employment support programmes including those delivered by Maximus, DWP and Careers Wales.
- Information provided by other departments in the Council who support the delivery of the programmes including e.g. Adult Education and Leisure Services.
Who we share personal data with
We may share the personal data with the following key organisations to data to provide Welsh Government and UK Government funded Work and Skills Programmes (CfW+ and SPF People & Skills).
When sharing the personal data, we only share the minimum amount necessary in relation to the purpose.
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Who
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Purpose
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Voluntary sector partner organisations.
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Organisations deliver activities as part of the service.
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Other council services
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Employment support
Access to programme activities
Support delivery of programmes
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Trusted partners and other organisations
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Referrals to and from partners and organisations i.e. Health Boards etc.
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Training providers
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To facilitate and deliver training.
To confirm and evidence progress or achievements i.e. Qualifications etc.
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Other trusted service providers and organisations.
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Provide advice and/or support not available through our programmes. This will be done with your consent which will be requested when your register onto our programmes.
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Welsh Government
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Comply/ report to grant conditions.
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Central Governement
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Comply/ report to grant conditions.
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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.
The categories of data processors we use for the purpose of Welsh Government and UK Government funded Work and Skills Programmes (CfW+ and SPF People & Skills) is:
- IT system suppliers
How long we retain the personal data
We retain the personal data contained within Welsh Government and UK Government funded Work and Skills Programmes (CfW+ and SPF People & Skills) records for:
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Length of time
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Reason
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Length of grant fund + 7 years
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Requirement set out by grant funders e.g. UKSPF & CfW+
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In keeping with the General Data Protection Regulation storage limitation principle, records are periodically reviewed. Not all personal data is retained. Only personal data that is relevant to the record is retained for the entire retention period (e.g. documents that contain assessments, decisions, outcomes etc.). 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 RCTCBC Work and Skills directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
By email: Workandskills@rctcbc.gov.uk
By telephone: 01443 425761
In writing: RCTCBC, CfW+/SPF P & S Central Teams, Ty Elai, Dinas Isaf Industrial Estate, Williamstown, Tonypandy, RCT. CF40 1NY.
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