Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Welsh/ Central Government Fuel/ Energy support schemes
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 Fuel/ Energy support schemes.
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 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 Revenues and Benefits department :
By email : winterfuelscheme@rctcbc.gov.uk
By telephone : 01443 425002
In writing : Oldway House, Porth CF39 9ST
Who we are what we do
The Council, on behalf of Welsh and Central Government, will be administering the Fuel/ Energy Support Schemes. The schemes are intended to provide immediate support as Wales recovers from the pandemic and support households to deal with the impact of increasing energy and other costs. The Council will be issuing payments and processing registrations in line with the scheme requirements.
Please see the link for more details on who will be entitled to these payments.
Whose personal data we process
We may process personal data relating to the following individuals to administer the Fuel/ Energy support schemes;
- Those entitled to the payments and the people living with them.
The categories of personal data we process
We may process the following categories of personal data to administer the Fuel/ Energy support schemes;
- Personal contact details - such as name, address, date of birth, telephone number, email address
- Council tax details
- Benefit details
- Adult social care details
- Bank details
Why we process the personal data
We process the personal data to administer Fuel/ Energy support schemes. This may include but is not limited to the following activities;
- Check if you are entitled to a payment under the scheme(s), against the requirements outlined above, including identifying and detecting fraud
- Carry out relevant checks to prevent you, or those living with you from receiving duplicate payments
- Verify your identity
- Automatically process the payment where you are a Council Tax direct debit payer and you are entitled under the scheme(s)
- Automatically process the payment where you have previously supplied the Council with your bank details for other Government support schemes, such as the Cost of Living Scheme
- Send a letter to you inviting you to register, if we think you are entitled to any of the payments
- Process the payment, where you are entitled
- Confirm when payment is being made/has been made
- Contact you about your registration, where we have any queries
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to administer Fuel/ Energy support schemes is;
- Public Task - Article 6 (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.
- To administer the schemes on behalf of Welsh and Central Government
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- Council tax records already held by us
- Benefit records already held by us
- Social care records already held by us
- Benefit records held by the Department of Work and Pensions
- You, if you submit a registration form to Welsh/ Central Government, or through correspondence with us
- A member of your family/ household/ property, where they include your details on a registration form
Who we share personal data with
We may share the personal data with the following key organisations to administer Fuel/Energy support schemes;
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 RCT departments
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To confirm information provided to us and to check your eligibility for the scheme(s).
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Appropriate Authorities when needed
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Where false, inaccurate, or misleading information is intentionally supplied to us, it may be subject to prosecution action.
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Welsh & Central Government
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Share anonymous statistical information which will not idetify you.
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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 categories of data processors we use for the purpose of Fuel/Energy support schemes are;
- ICT System suppliers/ Service Providers
How long we retain the personal data
We retain the personal data contained within Fuel/ Energy support schemes records for:
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Length of time
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Reason
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2 Years from application
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Administration of future fuel schemes
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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 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 Revenues and Benefits directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
By email: winterfuelscheme@rctcbc.gov.uk
By telephone: 01443 425002
In writing: Oldway House, Porth, Rhondda, CF39 9ST
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