Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Community Programmes and Grants Service
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 Programmes and Grants 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 Community Programmes and Grants Services
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 Service Manager:
By email : Dean.Emson@rctcbc.gov.uk
By telephone : 07854 334 683
In writing : Ty Elai, Dinas Isaf East, Williamstown, Tonypandy. CF40 1NY
Who we are what we do
The principal function of the Community Programmes and Grants Service is to initiate contracts via tendering and monitor contract compliance against grant funding and awards.
- Management of contracts, grants and financial awards to deliver community activities and services.
- Sustainable Food Places
- Age Friendly Communities initiatives
In order to communicate with third sector and voluntary organisations, and to provide the best possible support, we need to collect and use personal information about individuals representing organisations applying for public funding and, where necessary, beneficiaries involved in the activities described above.
Whose personal data we process
We may process personal data relating to the following individuals;
- Current and former third and voluntary sector representatives
- Individual beneficiaries of projects
The categories of personal data we process
We may process the following categories of personal data;
- Contact details for organisations and community groups, including names, addresses, telephone numbers, web addresses, social media accounts (for example Facebook, X/Twitter and LinkedIn), and email addresses.
- Participant names or initials on attendance registers and self declarations to evidence outputs and outcomes
- Information generated through meetings, support sessions and correspondence, including organisation development needs, support provided, funding opportunities discussed, elected member involvement, and records of relevant events or activities.
Why we process the personal data
We process the personal data to but is not limited to the following activities;
- Assess, administer and monitor grant applications, funding awards, contract management, tendering processes and monitoring.
- Share funding opportunities, information, guidance and support that may benefit organisations and the communities they serve.
- Arrange and administer activities for example, Sustainable Food Places and Age Friendly Communities meetings
- For audit purposes only, monitor grant-funded projects and collect information on outputs, outcomes and impact to support programme evaluation, demonstrate effectiveness, and meet reporting requirements of funding bodies and external funders.
- Maintianing community group distribution lists.
- At community events, we may take photographs or videos. On these occasions you will be asked to sign a consent form.
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to manage community programess and grants 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.
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
- The Council's statutory well-being duties and associated local Well-being Objectives adopted under the Well-being of Future Generations (Wales) Act 2015
Who or where we get the personal data from
We generally obtain personal information directly from applicants, organisations, community groups or their representatives when they apply for funding, seek support, participate in meetings, or engage with our programmes and initiatives.
Funded organsiations share attendance registers and self-declarations as backing evidence to support outputs and outcomes reported.
Who we share personal data with
We may share the personal data with the following key organisations
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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Auditors – Internal RCTCBC
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To verify outputs and outcomes reported related to contracts, financial awards and grant funding
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Auditor – External such as Wales Audit Office
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To verify outputs and outcomes reported related to contracts, financial awards and grant funding
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Auditor – Grant providers and funders
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To verify outputs and outcomes reported related to contracts, financial awards and grant funding
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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 are;
- RCTCBC ICT system suppliers.
How long we retain the personal data
We retain the personal data contained within Community Programmes and Grants records for:
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Length of time
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Reason
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7 years
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Inline with financial procedure rules.
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No end date – reviewed quatertly. Can opt out at any time.
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Distribution List – to keep organisations informed of opportunities
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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 Community Programmes and Grants Services directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
By email : Dean.Emson@rctcbc.gov.uk
By telephone : 07854 334 683
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.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