Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of RCT Libraries Service Oral History Archive
Introduction
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 RCT Libraries Services’ Oral History Archive.
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 Library Service
By email : LibraryService@rctcbc.gov.uk
By telephone : 01685 880061/880060
In writing : Aberdare Library, High Street, Aberdare, CF44 7AG
Who we are what we do
RCT Libraries Services conduct oral history interviews with RCT residents which are preserved within an Oral History Archive as a permanent public reference resource for use in research, publication, education, lectures, broadcasting and internet access. The Oral History Archive aims to engage a wider range of people with their local heritage and allow heritage to be identified and better explained.
The interviews cover a wide range of subjects including childhood, work, family life, politics and war and demonstrate how views of the past change over time; how understanding the past can challenge our ideas about where we come from; and how our communities developed. The Oral History Archive is available online here
Whose personal data we process
We process information on members of the public who participate in our oral history interviews.
The categories of personal data we process
We may process the following categories of personal data for the Oral History Archive:
- Contact Information such as name, address, postcode, telephone number and email address
- Personal identifiers such as date of birth
- Photos/Videos/Audio and the associated agreement forms.
Why we process the personal data
We process the personal data for the Oral History Archive. This may include but is not limited to the following activities;
- Produce an oral and visual digital archive which will record the diverse stories of local people throughout RCT
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data for the Oral History Project 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.
- Consent – Article 6(a) – The individual has given consent to the processing of their data for one or more specific purposes.
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
- Well-being of Future Generations (Wales) Act 2015
Who or where we get the personal data from
We receive the personal data directly from the participants through agreement forms, audio, videos and photos etc.
Who we share personal data with
If you have provided us with consent we will share your personal data (name, photos, audio, videos) on www.rctourheritage.com / www.eintreftadaethrhct.com
How long we retain the personal data
We retain the personal data contained within our Oral History Archive records for:
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Length of time
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Reason
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Participation and Recording Agreements will be kept indefinitely
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Participation and Recording Agreements will be held indefinitely alongside the audio, video and image files, to evidence appropriate consent was provided.
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Audio, video and image files will be kept indefinitely
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Audio, video and image files are stored within the Libraries’ Archives as permanent public resources.
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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 Library Service directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
By email : LibraryService@rctcbc.gov.uk
By telephone : 01685 880061/880060
In writing : Aberdare Library, High Street, Aberdare, CF44 7AG
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