How we use your personal information for Tourism 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 Tourism 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 Tourism Department is to market and raise the profile of Rhondda Cynon Taf as a visitor destination. We’re also here to support local businesses within the tourism sector from product development to identifying funding.
2.What and whose personal information we hold?
We hold and use your personal information for several purposes as stated below:
Brochure requests:
- Personal details e.g. name, address
- Contact details e.g. email address
Competition entries:
- Personal details e.g. name, address
- Contact details e.g. telephone number, email address
Wales Valley Walking Festival users:
- Personal details e.g. name, address
- Contact details e.g. telephone number, email address
Tourism databases:
- Personal details e.g. name of proprietor/manager, address
- Contact details e.g. telephone number, email address
Tourism Association Members:
- In addition to the Tourism database, details collated on our Tourism Association members database include the same aforementioned details, in addition to communication preferences.
3. Where does the service get my information from?
Your information is obtained from a number of sources:
- Information provided directly by the data subject e.g. on membership forms (Tourism Association members) and through website bookings (Wales Valleys Walking Festival).
- Information provided by other organisations e.g. referrals by government departments such as Visit Wales / Welsh Government (this is for the purpose of our businesses only and to enable us to provide support e.g. to a new start-up accommodation provider).
- Information generated by the service e.g. this includes our desk research (using tools such as Google, Facebook and looking through planning applications which are publically available on the Council website) and field research (e.g. driving past new premises).
4. What we will do with your personal information?
- Brochure requests: we use the information for fulfilment purposes only.
- Competition entries: personal information will be stored for the purpose of recording entries and you will only be contacted if you have won.
- Wales Valley Walking Festival users: personal information is stored for the purpose of administering the booking and notifying you of any changes / cancellations. A list of attendees is provided to the walk leader on the day of the event for health and safety purposes. Future communications with you (e.g. for marketing future events) is subject to you providing permission for us to contact them.
- Tourism databases: though mainly commercial information, some personal information is stored on our database, though this is only for internal purposes e.g. for getting in touch with your business to offer support and notify of a funding opportunity.
- Tourism Association Members: our member database includes mainly commercial information (though some personal information may be included). As a member, you provide us with your communication preferences e.g. wishing to be contacted by email, and have provided us with permission to allow your details to be shared amongst other members for the purpose of collaborative working, recommendations and networking. Subject to your permission (on the membership form), we may also share the details between other Council departments such as Regeneration should they have funding opportunities they wish to share.
5. What is the legal basis for the use of this information?
Data Protection law says that we are allowed to use and share personal information only where we have a proper and lawful reason for doing so. The legal basis for our use of personal information for Tourism purposes is as part of our public task. For the purpose of competition entries, we use consent.
For information about how we use your information for marketing purposes, please see the Council’s Marketing Privacy Notice.Data Protection law says that we are allowed to use and share personal information only where we have a proper and lawful reason for doing so. The legal basis for our use of personal information for Tourism purposes is as part of our public task. For the purpose of competition entries, we use consent.
For information about how we use your information for marketing purposes, please see the Council’s Marketing Privacy Notice.
6.Does the service share my personal information with any other organisation?
For the Service to undertake its duties in relation to Tourism, we are required to share information with the following:
Other Council departments:
- Regeneration – to access funding opportunities
Other Organisations:
- Eventbrite – for booking places on Walking Festivals
- Other local businesses – with your consent as a member of the Tourism Association
7. How long will my information be kept?
- Brochure requests: we cleanse all personal information once the fulfilment is complete. We only maintain a postcode to enable us to identify the areas you are requesting our guides from.
- Competition entries: information will only be stored until the competition is drawn
- Wales Valley Walking Festival users: unless you have provided us with permission to contact you regarding the next event, all personal information will be cleansed following the event (which is held annually in September) and we retain the postcode only.
- Tourism databases: we regularly update our databases to ensure they are up-to-date and undertake an annual cleanse to ensure any closed businesses are removed. Generally, information will be kept for the duration of the business’ operation.
- Tourism Association Members: as per the tourism databases, we regularly keep the database up-to-date with members regularly provided with an opportunity to amend their data / preferences. Generally, information would be kept for the duration of the business being a member.
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:
By email : tourismenquiry@rctcbc.gov.uk
By telephone : 01443 424183
In writing : Tourism Department, RCTCBC, The Pavilions, Clydach Vale, CF40 2XX