Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Pride in Place Impact Fund - Grants for Property Renovation and Improvements
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 UK Government Pride in Place Impact Fund - Grants for Property Renovation and Improvements in RCT.
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 Pride in Place Impact Fund - Grants for Property Renovation and Improvements in 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 Regeneration team:
By email : regeneration@ rctcbc.gov.uk
By telephone : 01443 281124
In writing : Regeneration Team, Floor 2, Llys Cadwyn, Taff Street, Pontypridd, CF37 4TH
Who we are what we do
The Regeneration Team provides support to businesses in RCT, we:
Process grant funding applications using UK Government (UKG) Pride in Place Impact Fund for the purposes of Property Renovation and Improvement grants for:
- Property renovation – Building works to commercial properties
- Property improvements – Small scale, Strategic Town Centre only scheme to improve appearance of external front elevation of commercial properties.
Whose personal data we process
We process data in relation to individuals (and other business Partners/Directors/Co-owners) who submit Expressions of Interests and applications to receive funding through the Pride in Place Impact Fund - Grants for Property Renovation and Improvements.
The categories of personal data we process
We may process the following categories of personal data to manage Pride in Place Impact Fund – Grants for Property Renovation and Improvements in RCT:
- Contact information – name, address, postcode, email address, telephone number
- Financial information – bank account details, bank statements, property valuations, evidence on inome, savings and expenditure
- Land registry documents, property deeds and mortgage details to evidence ownership of property
- Proof of an approved self build or custom build mortgage from a bank or building society
- Proof of a specialist self build or custom build warranty
- Property lease
- National ID such as HM Revenue & Customs Unique Tax Reference (UTR) number
- Contract of employment / P45
- Council Tax and Business Rates data
- Utility bill, electoral roll registration
- Personal associations with a Councillor, Chief Officer of the Council or Project Officer dealing with a grant application
- If you (or any of the Partners/Directors/Co-owners) have been convicted of fraud or any other offence involving dishonesty within in the last 7 years?
- If you (or any of the Partners/Directors/Co-owners) are currently disqualified from being a Company Director?
Why we process the personal data
We process the personal data to manage Pride in Place Impact Fund – Grants for Property Renovation and Improvements in RCT. This may include but is not limited to the following activities;
- Provide pre-application advice and guidance.
- Assess, approve, and make payments in respect of applications.
- Complete monitoring checks for audit purposes.
- Publicise the grant awarded.
- Produce reports to demonstrate that the funding is being used in accordance with the terms of the funding.
- Record grant awarded on the Subsidy Control Database in line with The Subsidy Control Regulations 2022
- Contact you for feeback to help improve the services we offer.
- Contact you to promote the services we offer and any services we think you may be interested in.
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 Pride in Place Impact Fund - Grants for Property Renovation and Improvements in RCT 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.
Under the Data Protection Act 2018 we rely on the following condition for the processing of criminal data
Schedule 1, Part 2 (6) Statutory and Government Purposes.
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- Enquiries via telephone, email, letters, online enquiry
- Expressions of Interest and/or applications to the grant scheme.
- Land Registry Search
- Companies House Search
Who we share personal data with
We may share the personal data with the following key organisations to manage Pride in Place Impact Fund – Grants for Property Renovations and Improvements in RCT ;
When sharing the personal data, we only share the minimum amount necessary in relation to the purpose.
|
Who
|
Purpose
|
|
Internal Council Departments
- Planning (including Enforcement)
- Building Control
- Estates
- Finance
- Legal
- Public Health Protection & Community Services
- Communications
|
- For the purpose of assessing, approving, monitoring and paying the grant.
|
|
Companies commissioned by RCT – Independent Quantity Surveyors
|
- To provide advice on financial information provided by the applicant.
|
|
Administrators
|
- To facilitate reclaim of grant if business is liquidated / goes into administration
|
|
UK Government
|
- To report on outputs and outcomes in line with funding terms and conditions.
- To report certain categories of grant award on the Subsidy Control database.
|
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 managing Pride in Place Impact Fund– Grants for Property Renovations and Improvements in RCT is;
- - IT Suppliers – Alcium (Evolutive CRM system)
How long we retain the personal data
We retain the personal data contained within Pride in Place Impact Fund – Grants for Property Renovations and Improvements records for:
|
Length of time
|
Reason
|
|
All completed and paid projects.
10 years from the date the grant claim was closed.
|
Requirement as set out in the funding agreement.
|
|
Ineligible Expressions of Interest and Incomplete applications not put forward for decision
3 years from date of receipt
|
Business Decision
|
|
Approved applications subsequently withdrawn by RCT or by applicant prior to any grant payment
3 years from date of grant offer
|
Business Decision
|
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 (applications, decisions, outcomes etc.). 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 Regeneration team directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
- Email : regeneration@rctcbc.gov.uk
- Telephone : 01443 281124
- In writing : Regeneration Team, Floor 2, Llys Cadwyn, Taff Street, Pontypridd, CF37 4TH
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