How we use your personal information for Community Development
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 Community Development purposes. This information should be read in conjunction with the Council’s Corporate Privacy Notice.
1. 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); European Social Funds (ESF), Shared Prosperity Fund (SPF).
2. What and whose personal information we hold?
In order for to us to communicate with community groups and organisations, to provide the best possible support, we need to collect and use personal information about the people who are engaged in any of the above activities.
We also hold information about past organisations and community groups who have taken part in Community developments.
The types of information we collect and use will typically include:
- Contact details, for organisations and community groups, including name (including Trustees/Signatories), address, telephone numbers, web addresses, twitter/Facebook accounts, and email address.
- To comply with funding requirements, age, gender, ethnic background, disability.
- We also record information that is generated in Neighbourhood Network meetings such as members Organisation/Group developments, support provided; funding opportunities, ward and Cabinet Member details, and any events that happen that you tell us about
3. Where does the service get my information from?
We obtain this information directly from the person/organisation who is taking part in the community development activity, expressing an interest in a scheme or the person who has applied for/in receipt of funding.
4. What we will do with your personal information?
We use this information to:
- 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
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.
Our lawful basis for processing personal information to deliver the Community Developments is public task. This is because developments will offer many benefits to existing and newly formed community groups to undertake further activities, that will make people in the community aware of their existence and allow the group opportunities to grow and expand.
6. Does the service share my personal information with any other organisation?
Yes, we will share your information with the community organisations we work with to support Community Developments and to demonstrate progress including (?);
- Community Organisations
- Members of the Neighbourhood Networks across RCT.
- Partner Organisations who can provide support and assistance
- Where required, and in relation to grant funding applications, share information with Welsh Government/UK Central Government (where applicable, a separate privacy notice will be written to explain each application process)
- Internal Council departments such as our Finance, Regeneration and Estates Departments, to ensure the right support and advice is received.
7. How long will my information be kept?
We will only keep your personal information for as long as we need it to administer the activity such as Community Asset Transfer Legal requirements or to process funding applications.
8. Your information, your rights
The General Data Protection Regulation (GDPR) outlines your rights, including the right to access, the personal information the services hold about you.
Click here for further information 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 uses your personal information, please contact us in one of the following ways;
By email: Syd.firstname.lastname@example.org (Service Manager)
By telephone: 07471140722
In writing: Ty Elai, Dinas Isaf East, Williamstown, Tonypandy, CF40 1NY