Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Health Determinants Research Collaboration (HDRC RCT)
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 the HDRC, where our vision is to break the cycle of poverty and positively impact the wider determinants of health in RCT by creating a vibrant research culture, underpinned by an evidence system that facilitates informed decision-making.
You may engage with us via a partner organisation, or you may be joining us a citizen of RCT.
The organisations we have partnered with are:
Interlink
Cardiff University
Health Board
Public Health
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 HDRC RCT.
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 HDRC RCT Team
By email : HDRC@RCTCBC.gov.uk
In writing : RCTCBC, Ty Elai, Dinas Isaf East, Williamstown, Tonypandy, RCT, CF40 1NY
Who we are what we do
The RCT HDRC will bring together the local community (via resident/citizen researchers) and the following organisations, to undertake research to understand what works best to improve local people’s health and wellbeing the outcome of which will shape how evidence is developed, accessed, and used for decision-making and designing services:
- Cardiff University
- Cwm Taf Morgannwg University Health Board (CTMUHB)
- Interlink RCT
- Public Health Wales (PHW)
- Rhondda Cynon Taf County Borough Council (RCTCBC)
The five participating organisations will work together with the Citizen Researchers on six key work packages that will:
- Increase opportunities for people living in RCT to work with others and be involved in research,
- Bring together people with different experiences and skills, including people from the community, to identify where evidence is needed, and how to make it useful and meaningful, to inform decision-making,
- Support people living and working in RCT to develop research skills to make sure everyone understands how to use evidence and research to improve people’s health and wellbeing,
- Help people from communities, the Local Council, the NHS Health Board and Universities in Wales to build networks that work together to develop research ideas and apply for funding,
- Improve the way communities and organisations work together to access and use evidence to inform Local Council decisions and design services in RCT, and
Whose personal data we process
We process personal data relating to the following individuals to, collaborate and consult by actively working with Rhondda Cynon Taf residents to listen to people’s views, involve them appropriately in understanding and shaping research, to enable the Council to make evidence based decisions.
- For those who work, stay or play in RCT, including:
- Residents of RCT
- Citizen researchers
- Community group representatives
The categories of personal data we process
We may process the following categories of personal data to collaborate and consult by actively work with Rhondda Cynon Taf residents to listen to people’s views, involve them appropriately in understanding and shaping research, to enable the Council to make evidence based decisions.
- Name
- Address
- Contact Information, such as telephone number/email address
- Financial information if selected and you join us on a casual contact we can reimburse you for your time.
- Accessiblity requests such as wheelchair access, language choices
- Although the HDRC RCT does not intend to capture special category (health) or criminal data, if you disclose this to us as part of consultation, focus groups, or information about family and friends, we will keep your information safe and secure.
- If, as a Citizen Researcher you take up a casual contract with us, there may be a requirement for us to completed a DBS check for employment purposes.
Why we process the personal data
We process the personal data to collaborate and consult. This may include but is not limited to the following activities, should you wish to take part and provide us with your information;
- Engagement with HDRC such as, but not limited to; surveys, polls, newsletter registration, website engagement (either registration or making an enquiry), if you asked to be kept informed when you have contacted us .
- Focus Groups
- Register to take part in a specific project, such as poverty where you can provide more detailed information.
- If selected join us on a Casual contract of employment to enable us to reimburse citizen researchers for their time.
- RCT HDRC will be providing training opportunities to citizen researchers, community groups and Council staff on research and evidence topics. These may be provided by our partners such as Cardiff University and/or external partners.
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 the HDRC RCT is;
RCT resident
- 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 Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.
Citizen Researcher
- Legal Obligation (c) – processing is necessary for compliance with a legal obligation to which the controller is subject.
- Contract (b) – processing is necessary for a contract with the individual
Who or where we get the personal data from
We may receive personal data from the following categories of individuals or organisations;
- yourself as a resident/Citizen Researcher when taking part, join us on a casual contract so that we can reimburse you for your time.
- as a representative of a Community Group or one of our partners
- Collaboration Partnership Organisations, if you discose anything to our Partners and they feel we need to know, they will share it with us
Who we share personal data with
Please note, that the majority of data shared with the following organisations will be anonymous but there maybe some occasions where personal data is shared and we will 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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Cardiff University
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Partnering organisation to this project as well as delivering training and research
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Interlink
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Partnerning organisation to this project
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Health Board
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Partnerning organisation to this project
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Public Health
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Partnering organisation to this project
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Citizen Researchers
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If selected Citizen Resaerchers can join us in a number of ways, for example providing us with feedback, getting involved in a project research or as part of HDRC Governance Boards.
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Other HDRC’s
Such as but not limited to North Yorkshire HDRC
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There are 30 HDRC’s in UK and we may collaborate together to work together to provide more information or joint projects such as training.
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Governance Boards, such as Strategic Oversight Board , Operational Delivery Group
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Strategic Oversight Board:
The purpose of the Strategic Oversight Board is to oversee the delivery of the Rhondda Cynon Taf Health Determinants Research Collaboration (RCT HDRC) over the course of the National Institute for Health Research (NIHR) funding period.
Operational Delivery Group:
The purpose of the Operational Delivery Group comprises of RCT HDRC staff, Work Package Leads, representatives from the local health determinants system, partner organisations such as Community Voluntary Council (CVC), Interlink representation and Citizen Researchers who will work collaboratively to monitor the progress of the work packages, ensuring the aims and objectives of the Business Plan are met.
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NIHR
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To comply with audit and funding requirements
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It may be necessary for us to refer your case to other departments in the Council, for example Social Services if we have any safeguarding concerns about your welfare or others within your home. Officers have a legal duty to this and if you would like to know more about why and how we will do this please take a look at our Community & Children Services privacy notice.
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 are;
- IT systems
How long we retain the personal data
We retain the personal data contained within HDRC) records for:
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Length of time
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Reason
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10 years
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Statutory requirement as set out in the NIHR contract stating data will be contained for the 5 year duration of the project and for 5 years after completion of the project.
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7 years
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Employment casual contract data will comply with HR, meaning the data will be kept for 7 years
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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 HDRC] directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
Email : HDRC@RCTCBC.gov.uk
In writing : RCTCBCTy Elai, Dinas Isaf East, Williamstown,Tonypandy, RCT, 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