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Leisure Strategy Privacy Notice

Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Leisure Strategy

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 Leisure Strategy

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 Strategy.

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 Leisure Strategy team;

By email : SportRCT@rctcbc.gov.uk

By telephone : 01443 562202

In writing : Rhondda Cynon Taf County Borough Council,  Abercynon Sports Centre, Parc Abercynon, Abercynon, Mountain Ash, CF45 4UY.

Who we are what we do

The Leisure strategy team provide a range of supported physical activity programmes designed to enable people to undertake regular physical activity as part of a healthy lifestyle. Referrals can be made into the service from Health Professionals, Social Services, community support professionals and Education or in some instances people can self-refer.

The physical activity programmes we run are as follows:

  • National Exercise Referral Scheme (NERS) and Community Joint Care Scheme (CJC):
  • Support To Access Recreation Scheme (STARS) and community support programmes:
  • Sport RCT

Whose personal data we process

We may process personal data relating to the following individuals to run our services:

  • Service Users , such as school children, NERS participants, volunteers etc
  • Emergency Contacts, such as family members or friends
  • Local Health Board Staff such as GP

The categories of personal data we process

We may process the following categories of personal data to run our services:

  • Contact details, such as Name, Address, Post Code, Telphone Number, Email Address
  • Personal identifiers, such as D.O.B, NHS Number
  • Details of your GP, and the name of your GP Practice
  • Details of your School or College
  • Gender
  • Health Information, such as your medical history
  • Ethnicity

Why we process the personal data

We process the personal data to run our service. This may include but is not limited to the following activities;

  • Process referrals received in relation to the National Exercise Referral Scheme, Support to Access Recreation Scheme, Sports RCT etc
  • Provide information to our leisure centres and delivery staff advising on what specific physical activity programme is required.
  • Provide training and sport participation opportunities.
  • Arrange festivals, competitions, school holiday activities and events.
  • Improve our products and services.
  • Provide emergency contact details and medical information to delivery staff to ensure appropriate Health & Safety
  • Provide information to referrers on participation and outcomes on individuals that have been referred into one of our services.
  • To provide statistical anonymised data to Public Health Wales, Funding Organisations etc.

Our lawful basis for processing the personal data

Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data for Leisure Strategy purposes 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.
  • Health or Social Care – Article 9(2)(h) - Processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of domestic law or pursuant to contract with a health professional and subject to the conditions and safeguards referred to in paragraph 3.
  • 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.
  • Schedule 1, Part 2 , Paragraph 6 Data Protection Act 2018 – Statutory and Government Purposes
  • Schedule 1, Part 1, Paragraph 2 Data Protection Act 2018 – Health or Social Care Purposes.

The primary legislation, regulations and guidance that supports this includes, but is not limited to;

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 service users through application forms, referral forms and the Council website
  • Directly from trusted 3rd parties, such as Local Health Board, Education, Social Services etc

Who we share personal data with

We may share the personal data with the following key organisations to run our services

When sharing the personal data, we only share the minimum amount necessary in relation to the purpose.

Who

Purpose

Leisure Centres

 

To arrange the necessary exercise/activity programmes

Public Health Wales

 

To administer the National Exercise Referral Scheme

Cwm Taf Morgannwg Local Health Board

To administer the National Exercise Referral Scheme

RCT School

To administer school activities

RCT Community Sport Clubs

To arrange volunteer placement opportunities

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 Strategy

IT system suppliers etc

How long we retain the personal data

We retain the personal data contained within Leisure Strategy records for:

Length of time

Reason

NERS – 8 Years

 

Business Requirement

Participation Forms – 2 years

 

Business Requirement

Sport RCT Volunteer Applications – 2 Years

Business Requirement

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 Strategy directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;

By email : SportRCT@rctcbc.gov.uk

By telephone : 01443 562202

In writing : Rhondda Cynon Taf County Borough Council,  Abercynon Sports Centre, Parc Abercynon, Abercynon, Mountain Ash, 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