Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Vision Products Traineeship Scheme.
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 the Vision Products Traineeship Scheme.
This notice should be read in conjunction with;
About the Policy
This Privacy Notice is intended to provide information about how Rhondda Cynon Taf County Borough (the organisation) uses the data of its workforce, which includes employees and workers. There are a number of policies in place that help to manage workers employment contracts. Employees data is processed in order to ensure the policies are being followed.
This privacy notice is related to the Vision Products Traineeship Scheme. The Traineeship scheme provides a training opportunity for individuals with disabilities in the local community. It is a 12 month scheme consisting of 16 hours per week.
The Data Controller
The Council is the data controller for the personal data processed for the purposes of the Vision Products Traineeship Scheme.
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 Vision Products:
By email : VisionProductsBusiness@rctcbc.gov.uk
By telephone : 01443 229988
Whose personal data we process
We will process the personal data of individuals who are referred for the Vision Products Traineeship Scheme.
The categories of personal data we process
We may process the following categories of personal data for the purposes of the Vision Products Traineeship Scheme:
- Name
- Address and postcode
- Telephone number
- Email address
- Date of birth
- Employment/ work experience history
- Training records
- Staff/ payroll number
- Trade Union Membership details
- Health information (i.e. Disabilities, long term illness etc.)
Why we process the personal data
We process the personal data for the purpose of the Traineeship Scheme. This may include but is not limited to the following activities;
- Send out expression of interest (EOI) forms to partner agencies for referrals or self-referrals
- Shortlist, select and recruit suitable candidates
- Provide updates on traineeship progress
- Complete reviews of traineeship progress
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 Vision Products Traineeship Scheme is:
- Legal Obligation Article 6 (c) – processing is necessary for compliance with a legal obligation to which the controller is subject.
- 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.
- Contract – Article 6 (b) – processingis necessary for a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
- Employment, social security and social protection law – Article 9 (2)(b) – processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Domestic Law or a collective agreement pursuant to Member law provided for appropriate safeguards for the fundamental rights and interests of the data subject.
- Article 10, Authorised by Schedule 1 part 2(6) Data Protection Act 2018 – Statutory and Government Purposes
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
- The Employment Rights Act 1996
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 the individual via EOI form
- Referral from partner agencies via EOI form
Who we share personal data with
We may share the personal data with the following internal services to provide the Vision Products Traineeship Scheme.
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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Human Resources/ Occupational Health
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To support in recruitment process.
For advice and guidance throughout Traineeship scheme.
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Payroll
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To set up trainee on the payroll system
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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 categories of data processors we use for the purpose of the Vision Products Traineeship Scheme are:
- IT system suppliers
How long we retain the personal data
We retain the personal data contained within Disabled Person’s Parking Bay records for:
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Length of time
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Reason
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Unsuccessful applicants –
Application + 3 months
Successful applicants –
Traineeship + 6 months
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Good business practice
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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 Vision Products directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
- Email : VisionProductsBusiness@rctcbc.gov.uk
- Telephone : 01443 229988
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