Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of using the Carbon Footprint Calculator
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 the Carbon Footprint Calculator.
This notice should be read in conjunction with;
- The Council’s Corporate privacy notice.
- The Council’s Procurement Service privacy notice.
The Data Controller
The Council is the data controller for the personal data processed when using the Carbon Footprint Calculator.
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 Procurement Service:
By email : purchasing@rctcbc.gov.uk
By telephone : 01443 281181
In writing : Procurement, Oldway House, Porth CF39 9ST
Who we are what we do
The Procurement Service is responsible for procurement strategy and policy, procurement efficiency, innovation, improvement and the delivery of inter-service procurement projects, including interfaces with suppliers and providers to secure wider social, economic, environmental and cultural well-being outcomes for the County Borough.
The Service also acts as the centre of expertise for procurement advice and best practice within the Council and as the point of contact with Welsh Government for all procurement activities.
Whose personal data we process
We may process personal data relating to the following individuals to calculate a carbon footprint;
- Any business/organisation who chooses to use the carbon footprint calculator.
The categories of personal data we process
We may process the following categories of personal data to calculate a carbon footprint;
- Name of Organisation
- Organisation contact name
- Telephone
- Email
- Position in Company
- Total Turnover (for financial year selected)
- Value of Contract they hold with RCT CBC (for financial year selected)
- Type of Organisation (list of categories to choose form)
- Company Registration Number
- Total annual mileage
- Consumption of Petrol, Diesel (£)
- Electricity consumption (KWH)
- Whether a renewable energy provider is used or not
- Electricity and Gas Consumption (KWH)
- Water Usage (M3)
- Waste (number of bags of dry recycling, food waste and landfill rubbish put out each month)
- Supply chain spend data
Why we process the personal data
The Carbon Footprint Calculator produces an estimate of an organisations carbon footprint by using their spend/consumption data for different items and multiplying them by specific carbon emission factors.
The purpose of the calculator is to provide businesses with an easy-to-use tool to allow them to calculate their carbon footprint for the selected financial year, to help highlight areas where carbon emissions can be reduced.
RCT will then advise and signpost the business to assist them in reducing their carbon footprint.
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to calculate a carbon footprint 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.
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
- Climate Change Act 2008
- The Well-being of Future Generations (Wales) Act 2015
- Making Rhondda Cynon Taf Carbon Neutral by 2030 – RCT Council Climate Change Strategy
Who or where we get the personal data from
- The calculator will be made available to any business that want to use it - both current RCT suppliers and potential future suppliers. Only data input by these businesses is used to calculate the carbon footprint.
Who we share personal data with
We do not share the personal data with any other organisations.
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 category of data processor we use for the purpose of calculating and storing a carbon footprint is;
How long we retain the personal data
We retain the personal data contained within carbon footprint records for:
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Length of time
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Reason
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3 years
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In order to track the efforts made by suppliers (both current and potential) in reducing their carbon footprint. Each carbon footprint result should be at financial year apart.
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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. 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 Procurement Service directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
By email : purchasing@rctcbc.gov.uk
By telephone : 01443 281181
In writing : Procurement, Oldway House, Porth CF39 9ST
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