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Freedom Of Information Privacy Notice

How we use your personal information in the Freedom of Information Department

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 in our capacity of the Freedom of Information Department of the Council. This information should be read in conjunction with the Council’s corporate privacy notice.

1. Who we are, what we do

The Freedom of Information (FOI) Act 2000/Environmental Information Regulations (EIR) 2004 gives a general right of access to all types of recorded information held by public authorities. It sets out exemptions from that right and places a number of obligations on public authorities.

The Council provides information on the FOI Act 2000/EIR 2004 and advises citizens how to request public information that an authority may hold.

2. What and whose personal information we hold?

When you contact us by phone, letter, email or through the Council’s website we may need to collect personal information about you or your family so that the appropriate service can be provided. The information we require from you may include personal information, such as:  

  • First name  
  • Family name or surname  
  • Address  
  • Telephone numbers  
  • Email address  
  • Payment information

3. Where does the service get my information from?

The information is provided by you when you submit an FOI/EIR request to the Council. In order for the Council to process such requests, the FOI Act 2000 and EIR 2004 requires any requester, as a minimum, to provide a name and correspondence address.

4. What we will do with your personal information?

Following receipt by the Freedom of Information Department of a FOI/EIR request, it will be sent to the relevant service department(s) in order for them to establish whether they hold any information and prepare a response.

The response will be collated in accordance with the provisions of the relevant legislation and issued to you thereafter.

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

Individuals have the right of access to information under FOI Act 2000 and EIR 2004 .

Both legislations require any requester to provide a name and correspondence address.  Furthermore, they place a legal obligation on the Council to process such requests.

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

We will share your information with relevant internal departments in order to process your FOI/EIR request and enable a response to be prepared.

If you are dissatisfied with the Council’s response to an FOI/EIR request you are entitled to complain to the Information Commissioner’s Office (ICO). If you do so personal information you provide to the Council as part of your request may, following a request by the ICO be supplied to them in order for them to process your complaint.

7. How long will my information be kept?

We will retain the information for 2years following your enquiry.

After such time it will be securely disposed of.

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 our use of personal information, please contact us in one of the following ways:

Rhondda Cynon Taf County Borough Council, The Pavilions, Clydach Vale, CF40 2XX


Tel: 01443 424111 / 01443 424102