How we use your personal information for Events purposes

The Council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with. 

We have summarised in this privacy notice some of the key ways in which we use your personal information for Events purposes. This information should be read in conjunction with the Council’s corporate privacy notice.

1.    Who we are, what we do. 

The role of the RCT Events Team is to organise an annual programme of Council events, which take place in Rhondda Cynon Taf. The team takes a lead on corporate events but other Council services also organise and deliver events.     

2.    What and whose personal information we hold? 

The RCT Events Team hold and use your personal information for several purposes as stated below:

 

Event Stalls:

  •   Personal details e.g. name, address
  •   Contact details e.g. telephone number, email address
  •   Health & Safety documentation e.g. public liability insurance

The information contained on the database is a mixture of commercial and personal information.

 

Nos Galan:

  •   Personal details e.g. name, address
  •   Contact details e.g. telephone number, email address

We also record whether you’re affiliated to a running club and a record of your age, DOB and gender for the purpose of the race categories. 

 

Welsh Three Peaks Challenge:

  •   Personal details e.g. name, address, DOB & gender
  •   Contact details e.g. telephone number, email address

We also record emergency contact details (including name, relationship and telephone number).

 

Other areas of the Council may also organise and deliver events and may use your personal information if you are involved, for example you may have received an invite to attend a function. Examples of information that could be held and processed includes:

  • Personal details e.g. name, address, DOB & gender
  • Contact details e.g. telephone number, email address
  • Some special category data such as health data, for example any health conditions that we need to be aware of if there is a medical emergency or if you require any adjustments.

3.    Where does the service get my information from? 

Your information is obtained directly from you, this could be obtained in a variety of ways, for example in writing through application forms, over the telephone, face to face or through website applications and bookings.

 

On some occasions, Council services arranging a particular event that you may be attending could receive your information from a parent or guardian if you are under 18 years of age, or from a carer if appropriate.

4.    What we will do with your personal information? 

There are many events organised by the RCT Council Events Team that do not require the processing of personal data, for example Big Bite and Aberdare Festival, which are open to the public and not ticketed. However, the RCT Council Events Team process personal information for the following events:

  • Nos Galan: personal information is stored for the purpose of administering your booking and notifying you of any changes / cancellations.
  • Welsh Three Peaks Challenge: personal information is stored for the purpose of administering your booking, notifying you of any changes / cancellations and for health & safety purposes. For the latter, the Events team will provide your details to the walk leaders, who will use them as a register and in the case of a medical emergency (i.e. for getting in touch with your emergency contact).
  • Stalls database: though mainly commercial information, some personal information is stored on our internal database for the purpose of allowing the Events team to contact you regarding events and managing stalls bookings.

Other Council services may also use your information for the following reasons:

  • To issue you with an event ticket/invite and notify you of any changes/cancellations, we may need contact details such as your name, telephone number, postal and email address.

We may also require special category data such as health information. For example, we may need to be aware of certain health conditions so that we can respond appropriately if there is a medical emergency or we may need to assist with reasonable adjustments for you to enjoy the event, for example you may   require wheelchair access.

 

Where you have provided us with personal data about other individuals, such as family members and dependants, please ensure that those individuals are aware of the information contained within this notice.

5.    What is the legal basis for the use of this information?  

The Local Government Act 2000 requires local authorities to promote the well-being of its residents. Events run for the   benefit of residents, to enhance tourism and bring economic benefits to the area are therefore classified as a public task.

 

The legal basis for processing any information to organise and deliver events, which may include the distribution and/or purchase of tickets, is for the performance of a contract. If you are paying for tickets and would like to know more about payments, please also see our Payments Privacy Notice

 

In addition, the organisation needs to process data to ensure that it is complying with its legal obligations, e.g. to comply with health and safety law. 

6.    Does the service share my personal information with any other organisation? 

For the Service to undertake its duties in relation to events, we are required to share information with other Council departments and organisations.

 

Other Council departments:

  •   Emergency planning – in the case of large events to ensure the safety of attendees

Other Organisations include:

  •   St Johns Ambulance – when providing first aid support at events
  •   Mountain Guides - for the Three Peaks Challenge

For the purposes of the administration of Nos Galan we use a company called FR Systems who manage the race entries on our behalf. They will use your information for the purpose of recording your event entry and publishing your   results to their website, which shows your name, gender and your race   category which is based on your age (i.e. master 35). 

7.    How long will my information be kept? 

We will not keep your personal information any longer than is necessary and we will only keep your personal information for as long as we need it. The time we keep your information depends on the   nature of the information.   

 

In respect of data held and processed by the RCT Event’s Team: 

  • Stalls database: we regularly review our database to ensure it is up-to-date and undertake an annual cleanse e.g. to ensure any closed businesses are removed.
  • Event users: we cleanse the data following each event, with the exception of where an accident has occurred, where we will keep a person’s data on file for a minimum of 3 years (with the exception of any accidents involving under 18s whereby the data is kept for a   minimum three years following their 18th birthday).

8.    Your information, your rights

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.   

 

View further details on your information rights and how to exercise them.

9.    Contact us 

If you have any concerns or would like to know more about how the service using your personal information please contact us in one of the following ways:

 

For Corporate events such as the Big Bite and Nos Galan:

 

By email : events@rctcbc.gov.uk

 

By telephone : 01443 424122

 

In writing : Events Team, RCTCBC, The Pavilions, Clydach Vale, CF40 2XX

 

For other events, please contact the relevant organiser, for example the Rhondda Heritage Park or the Parc and Dare Theatre. 

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