Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of the Resident Newsletter.
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 Resident Newsletter.
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 providing residents with timely, accurate and relevant information about Council services, initiatives, support and updates.
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 theCommunications Team:
By email : ResidentNewsletter@rctcbc.gov.uk
By telephone : 01443 424007
In writing : Communications Team, Floor 3, 2 Llys Cadwyn, Taff Street, Pontypridd, CF37 4TH
Who we are what we do
Rhondda Cynon Taf Council provides a range of services for residents and vistors across the county borough. These include housing support, education and training, public health and social care, waste and recycling collections, and works to support the health, prosperity, and well-being of the local community through its vision and objectives.
The Council currently communicates with residents through a variety of mechanisms, including email, websites, newsletters, social media, and other approved channels.
The Resident Newsletter project aims to circulate regular targeted digital newsletters to residents. It will complement the existing communication channels and broaden the scope of communication between the Council and the community it serves.
Note – this service is separate to any other “update” or newsletters that you may be signed up to with individual services, such as Leisure Services, Carers Support etc.
Whose personal data we process
We may process personal data relating to the following individuals for the Resident Newsletter.
The categories of personal data we process
We may process the following categories of personal data for the Resident Newsletter;
- Email address, first name, first part of postcode, age.
Why we process the personal data
We process the personal data to distribute relevant newsletters to subscribers. This may include but is not limited to the following activities;
- Demographic specific content sharing (e.g region specific waste collections).
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to send residents newsletters is;
- Consent - Article 6 (a) – the data subject has given consent to the processing of his or her personal data for one or more specific purposes
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- Direct sign ups from residents.
Who we share personal data with
We do not share personal data with anyone for the purpose of the Resident Newsletter.
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 the Resident Newsletter;
- IT system suppliers
- Digital Communication Platform
How long we retain the personal data
We retain the personal data obtained for the purposes of the Resident Newsletter.
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Length of time
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Reason
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90 days
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E-shot follow the NCSC principles for the destruction of data. After contract cessation and the account is closed, the process we adhere to involves the data remaining in an encrypted state for 90 days before permanent erasure.
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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 Communications Team directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
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