Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Sport 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 Sport 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 Sport 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 Leisure Services on:
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
Sport RCT is part of Rhondda Cynon Taf Council's Leisure Services Team. We are dedicated to helping the population of Rhondda Cynon Taf become healthier and more active in sporting physical
The key services we provide are:
- Community sport and activity programmes
- Support for sports clubs
- Training and Volunteering
- School Support
- Be Active
Whose personal data we process
We may process personal data relating to the following individuals to run our services;
- School Children
- Members of Sports Clubs and community groups
- Service Users
- Volunteers and Coaches
- Carers/guardians
The categories of personal data we process
We may process the following categories of personal data for Sport RCT:
- Contact details, such as Name, Address, Postcode, Telephone Number, Email Address
- Personal Identifiers such as D.O.B.
- Health & Medical Information
- Details of education background and qualifications, particularly for Volunteers and coaches
- Financial information such as payments, funding requests etc
- Photographs and Video Footage, If you have given us permission to do so while attending one of our events)
Why we process the personal data
We process the personal data for Sport RCT. This may include but is not limited to the following activities:
- To manage and deliver sport programmes
- To ensure the health and safety of our participants
- Provide training and volunteering opportunities
- Organising school holiday festivals, competitions, activities, and events.
- Run our Sport RCT sports club accreditation scheme for community sport clubs and community groups.
- Manage and Provide funding opportunities for sport clubs and community groups.
Our lawful basis for processing the personal data.
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data for Sport RCT.
- 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.
- Schedule 1, Part 2 , Paragraph 6 Data Protection Act 2018 – Statutory and Government 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 you, if you book a place on one of our programmes etc
- Community Sport clubs and community groups
- Schools
- Volunteers and Coaches
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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Leisure Centres
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To organise programmes, events etc.
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RCT Finance Department
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To process payments, funding applications etc
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RCT Schools
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To organise school activities etc
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RCT Community Sports Clubs and Community Groups
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To organise volunteer and coaching opportunities
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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 Sport RCT is:
- IT Suppliers
How long we retain the personal data
We retain the personal data contained within Sport RCT records for:
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Length of time
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Reason
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Participation Forms x 2 Years
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Business decision
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Volunteering & Training Applications x2 years
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Business decision
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Financial Information x7 years
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Business decision
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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 Sport RCT 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