Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Community Development.
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 Community Development and Neighbourhood Network.
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 community development and neighbourhood network.
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 Community Development Team:
By email : Syd.firstname.lastname@example.org (Service Manager)
By telephone : 07471140722 / 01443 425751
In writing : Ty Elai, Dinas Isaf East, Williamstown, Tonypandy. CF40 1NY
Who we are what we do
The Community Development Team provides support to organisations involved in:
- Community Asset Transfers (the transfer of Council buildings, land and services) to the community.
- Community Support to residents (if requested) such as
- assistance with personal activities (collecting medicine, shopping, dog walking)
- to help find work or training
- information about council services (Lifeline plus, At Home library service)
- receiving a friendly telephone call to check on wellbeing and support if feeling lonely
- Neighbourhood Networks where local people and partners come together for the benefit of the wider community (including community hubs)
- Process grant funding applications on behalf of the Council, Community Organisations, Welsh Government or UK Central Government such as (but not limited to); UK Government (UKG) Shared Prosperity Fund (SPF) RCTCBC Community Grant.
Whose personal data we process
We may process personal data relating to the following individuals;
- Contact details for community groups and organisations
- Ward/Cabinet members
The categories of personal data we process
We may process the following categories of personal data to respond to your enquiry/process your application/taking part in an activity;
- Contact details for organisations and community groups, including named officers, address, telephone numbers and email address.
- The following personal data is required by UKG to verify financial transactions, outputs and outcomes attributed to project outcomes;
- Ethnic background
- National Insurance Number
- Information that confirms your right to live and work in the UK such as a passport; birth certificate and National Insurance Number and Department for Work and Pensions benefit details.
Why we process the personal data
We process the personal data for the following reasons, but is not limited to the following activities;
- Pass on enquiries to other Council departments or partner Organisations who can support you
- Support the transfer of Council assets to community groups
- Provide advice, assistance and support, including financial support to groups who request it
- Assist with, assess and process grant funding applications (make payments where applicable)
- To improve services the Council can offer, we will either consult with you directly (if you have agreed to do so) or provide wider community questionnaires/surveys
- Arrange and administer activities, for example Neighbourhood Network and meetings relating to available funding
- Produce reports to demonstrate that the project/scheme is being run correctly and in accordance with the terms of the funding to the Lead Authority managing the fund/Government
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to carry out Community Development and Neighbourhood Network functions are;
- 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.
- Substantial public interest - Article 9 (2) (g) - processing is necessary for reasons of substantial public interest, on the basis of (a)the exercise of a function conferred on a person by an enactment or rule of law and (b)the exercise of a function of the Crown, a Minister of the Crown or a government department.
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- directly from the organisation who expresses an interest/applies for funding.
- recipient of the SPF - RCTCBC Community Grant.
Who we share personal data with
We may share the personal data with the following key organisations to manage the services we provide;
When sharing the personal data, we only share the minimum amount necessary in relation to the purpose.
Internal RCTCBC departments
Accurately report on financial expenditure, outcomes and outputs
Providing support and advice
To Assist with, assess and process grant funding applications (make payments where applicable)
Members organisations of Neighbourhood Networks
To maintain an up to date view of locality needs and reponses
Provide support and assistance
Welsh Government/UK Government
Report outputs and outcome in line with funding terms and conditions.
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 us is;
- IT system suppliers etc
How long we retain the personal data
We retain the personal data contained within the UK Government Shared Porepertiy Fund – RCTCBC Community Grant records for:
Length of time
7 years from the date the claim was closed
Requirement as set out in the UKG SPF Funding agreement with Local authorities
We retain the personal data contained within Neighbourhood network records, such as grant applications, membership lists and attendee records for:
Length of time
To ensure partners are kept up to date with developments
To meet grant requirements for groups in receipt of funding in line with the Local authorities Financial arrangements.
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 (e.g. documents that contain assessments, decisions, outcomes, evidence for payment such as salaries 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 Community Development Team directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
- Email : Syd.email@example.com
- Telephone : 07471140722 / 01443 425751
- In writing : Ty Elai, Dinas Isaf East, Williamstown, Tonypandy. CF40 1NY
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.firstname.lastname@example.org.
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