Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of the Veteran Advice Service
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 Veteran Advice Service
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 the Veteran Advice Service.
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 Armed Forces Team
By email : Armedforces@rctcbc.gov.uk
By telephone : 01443 425020
In writing : Armed Forces Team, 2 Llys Cadwyn, Third Floor, Pontypridd, CF37 4TH
Who we are what we do
The Veteran Advice Service forms part of Rhondda Cynon Taf County Borough Council's commitment to the Armed Forces Covenant. The service provides advice, support and guidance to serving personnel, veterans, reservists and their families, helping them access Council services, welfare support and specialist organisations.
The service works to ensure that members of the Armed Forces community are not disadvantaged as a result of their Service and can access the support they need.
Whose personal data we process
We may process personal data relating to the following individuals:
- Current and former members of the Armed Forces
- Reservists and members of the Armed Forces community
- Family members, carers or represetatives who may act on your behalf
The categories of personal data we process
We may process the following categories of personal data to provide you with the required support and advice
- Contact details such as name, address, post code, email address and telephone number
- Personal identifiers such as date of birth, NI Number
- Military service, including service affiliation and service number (where provided)
- Health Information, where relevant to the support requested.
- Gender
- Family and household information, including details about dependents, spouses, partners or carers
- Employment History
- Financial Circumstances
- Any support services currently involved in your care and support.
Why we process the personal data
We process the following personal data to provide the Veteran Advice service. This may include but is not limited to the following activities;
- Provide advice, guidance and support to veterans, serving personnel, reservists and their families.
- Assess an individual's needs and identify appropriate support services.
- Make referrals to internal and external organisations where appropriate.
- Coordinate support with other agencies and service providers.
- Maintain records of enquiries, support provided and outcomes achieved.
- Monitor and improve the Veteran Advice Service and meet reporting requirements associated with the Armed Forces Covenant
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data for the Armed Forces service:
- Public Task - Article 6 (1)(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.
- Substantial public interest - Article 9(2) (g) - processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.
- Schedule 1, Part 2 Data Protection Act 2018 – Statutory and Government purposes
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
- The Armed Forces Covenant
- The Well-being of Future Generations (Wales) Act 2015
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- Service Users, their families, carers etc
- Other Council Departments
- Partner Organisations
- Charities
- Local Health Board
- Office of Veterans affairs
- Welsh Government
- Ministry of Defence
- Probation Office
- Local Councillors
- South Wales Police
Who we share personal data with
We may share the personal data with the following key organisations to provide support and advice.
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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Internal Council Departments
- Housing
- Education
- Adult Social Care
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Data is shared with Housing, Health and Education services to
- identify members of the Armed Forces community
- support delivery of the Armed Forces Covenant
- ensure due regard is given
- facilitate access to appropriate services and support.
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Military Charities & support Organisations
- SSAFA – the Armed Forces Charity
- Royal British Legion
- Valley Veterans Charity
- TGP Cymru
- Registered military charities
- Alabare housing for Veterans
- Valour Officer of Veterans Affairs
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We may share data for the following purposes:
- Support delivery of the Armed Forces Covenant
- Provide support, advice and guidance
- Access funding opportunities
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Other public organisations and government
- Local Health Board
- Welsh Government
- Ministry of Defence
- Probation Office
- Local Councillors
- South Wales Police
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We may share data for the following purposes:
- Support delivery of the Armed Forces Covenant
- Provide support, advice and guidance
- Access funding opportunities
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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 category of data processors we use for the purpose of running our service is
- IT system suppliers
How long we retain the personal data
We retain the personal data contained within our records for:
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Length of time
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Reason
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Verteran Advice and all associated documentation – 7x years
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Statutory Requirement
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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 (AMEND AS APPROPRIATE 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 the Armed Forces Team directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
By email : Armedforces@rctcbc.gov.uk
By telephone : 01443 425020
In writing : Armed Forces Team, 2 Llys Cadwyn, Third Floor, Pontypridd, CF37 4TH
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