Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Leisure Service
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 when you use our leisure services.
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 leisure 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 leisure services
By email : leisuremembership@rctcbc.gov.uk
By telephone : 01443 562202
In writing : Abercynon Sports Centre, Parc Abercynon, Abercynon, CF45 4UY
Who we are what we do
Leisure services operate a number of leisure facilities within RCT and provide sporting, health and fitness opportunities to residents and non-residents.
Our facilities can also be booked for events and functions such as birthday parties, conferences and weddings etc
Bookings for our facilities can be taken over the phone, in person, on our website and through the leisure for life app.
Whose personal data we process
We process the personal data of service users who attend and use our leisure facilities.
The categories of personal data we process
We may process the following categories of personal data to run our leisure facilities
- Contact details such as name, address, telephone number and email address
- Personal identifiers such as date of birth, membership number
- Financial information
Why we process the personal data
We process the personal data to run our leisure facilities. This may include but is not limited to the following activities;
- Provide and manage memberships and access to leisure facilities
- Process any payments in relation to membership, facilities bookings etc.
- Provide swimming opportunities for children and adults.
- Provide the rookie lifeguard programme and the National Lifesaving Academy
- Provide the Leisure for Life App
- Provide discounts to leisure facilities for those over 60 and under 16. (we may ask for evidence to receive these discounts)
- Send promotional emails about new products, special offers etc if individuals have consented to receive on their membership application.
- Improve our products and services
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data is;
- Public Task - Article 6(1)(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.
- Contract – Article 6(1)(b) – processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to enterning into a contract.
- Consent – Article 6(1)(a) – the data subject has given consent to the processing of his or her personal data for one of more specified purposes.
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
- Wellbeing of Future Generations (Wales) Act 2015
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 individuals when using our facilities (membership, bookings, events etc)
- Colleges when funding student access to our facilities.
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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Internal Departments
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To administer payments (memberships, bookings etc)
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Education Providers
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To administer student access to leisure facilities
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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 category of data processors we use for the purpose of leisure services is
- IT system suppliers – Gladstone MRM Ltd
How long we retain the personal data
If you no longer use our services and wish to remove your membership details from our system, you can do this by contacting us directly.
If your membership account has not been accessed for 1 year, we will automatically delete your records, requiring you to re-register if you use our services in the future.
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 Leisure 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 : leisuremembership@rctcbc.gov.uk
By telephone : 01443 562202
In writing : Abercynon Sports Centre, Parc Abercynon, Abercynon, CF45 4UY
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