Work & Skills Privacy Notice

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 RCT Work and Skills Employability Programmes.

This notice should be read in conjunction with;

• The Council’s Corporate Privacy Notice

The Data Controller 

The Council is the data controller for the personal data processed for the purposes of the  Work and Skills programme

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 Work and Skills Team:

By email: workandskills@rctcbc.gov.uk 

By telephone: 01443 425761 

In writing: RCTCBC, Work & Skills Central Team, Ty Elai, Dinas Isaf Industrial Estate, Williamstown, Tonypandy, RCT.  CF40 1NY.

Who we are what we do 

 The Work and Skills programme, provide training opportunities and employment support to residents across Rhondda Cynon Taff.  

Work and Skills is funded by the following:

• Welsh Government, Communities for Work Plus
• Welsh Government Local Growth Fund (LGF)

Whose personal data we process

We may process personal data relating to the following individuals to provide the Work and Skills Programme.

• Individuals that refer into our service and register to take part in the activities that we deliver for grant funded programmes.

The categories of personal data we process

We may process the following categories of personal data to provide, evidence and analyse support and outcomes under the Work and Skills Programme.

• Contact information, including name, address, telephone numbers and email address.
• Identifying details, including date of birth and national insurance number.
• Individual personal circumstances including benefit position, employment experience and level of educational attainment, personal goals and barriers to employment.
• Equal opportunities information (anonymous and optional)
• Language preference
• Attendances at activities
• Individuals progression and achievements following support

Why we process the personal data

We process the personal data to provide the Work and Skills programme

  This may include but is not limited to the following activities;

• Personal information is used to tailor support to participants of the programme and allows us to provide information on what support and activities are available. 
• We may also make referrals to other trusted partner organisations (outside of the programme) on an individual’s behalf. 
• To monitor and improve the quality of our services. 

Our lawful basis for processing the personal data

Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to provide the Work and Skills Programme 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.

Who or where we get the personal data from

We may receive the personal data from the following categories of individuals or organisations;

• Information that is provided directly by participants of the programmes who complete registration/referral forms prior to receiving support or attending activities and when completing feedback questionnaires.
• Information provided by other departments in the Council where participants have requested and require employment support or to access programme activities e.g. Resilient Families service, Social Services.
• Information provided by partners and other organisations e.g. referrals from Cwm Taf Health Board, Housing Associations, other employment support programmes including those delivered by Maximus, DWP and Careers Wales. 
• Information provided by other departments in the Council who support the delivery of the programmes including e.g. Adult Education and Leisure Services.

Who we share personal data with

We may share the personal data with the following key organisations to provide the Work and Skills Programme

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

Who	Purpose
Other council services	Employment support Access to programme activities Support delivery of programmes
Trusted partners and other organisations	Referrals to and from partners and organisations i.e. Health Boards etc.
Training providers	To facilitate and deliver training. To confirm and evidence progress or achievements i.e. Qualifications etc.
Other trusted service providers and organisations.	Provide advice and/or support not available through our programmes. This will be done with your consent which will be requested when your register onto our programmes.
Welsh Government	Comply/ report to grant conditions.
Central Government	Comply/ report to grant conditions.
Evaluation Partners	Requirement to share data with evaluation partners commissioned through DLUHC

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 Work and Skills Programme is:

-       IT system suppliers 

How long we retain the personal data 

We retain the personal data contained within the Work and Skills Programme records for: 

Length of time	Reason
Length of grant fund + 7 years	Requirement set out by grant funders e.g LGF

 

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 (e.g. documents that contain assessments, 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 RCTCBC Work and Skills directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;

By email: Workandskills@rctcbc.gov.uk 

By telephone: 01443 425761 

In writing: RCTCBC, Work & Skills Central Teams, Ty Elai, Dinas Isaf Industrial Estate, Williamstown, Tonypandy, RCT.  CF40 1NY. 

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