Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Closed WhatsApp Groups administered by 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 closed WhatsApp groups administered by RCT.
Whilst we have tried to make this privacy notice as clear and concise as possible, the categories of personal data we process may vary depending on the purpose of the WhatsApp group. Should you require further information please do not hesitate to contact us using the contact information below.
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 closed WhatsApp groups administered by 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 Information Management Team.
By email : information.management@rctcbc.gov.uk
By telephone : 01443 562289
Who we are what we do
During the course of our business and delivery of services, we may use closed WhatsApp groups as a means of communication between professionals.
This privacy notice explains when these groups will be used and our lawful basis for using the groups.
WhatsApp groups will never be used to process service user/ customer data and only used as a means of updating professionals on service changes, good practices etc.
Whose personal data we process
We will process the information of any individuals who sign up to be a part of a closed WhatsApp group administered by RCT.
The categories of personal data we process
We may process the following categories of personal data for closed WhatsApp groups administered by RCT;
- Participant Name
- Participant telephone number
- Participant WhatsApp profile information – Name, profile photo, status etc.
Why we process the personal data
We process the personal data for closed WhatsApp groups This may include but is not limited to the following activities;
- To provide a space for professionals to discuss best practices, service changes etc.
- To invite professionals to training, conferences etc.
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data for closed WhatsApp groups administered by RCT is;
- Consent (a) – the data subject has given consent to the processing of his or her personal data for one or more specific purposes.
Who or where we get the personal data from
We will receive the personal data directly from participants when they sign up to a closed WhatsApp group administered by RCT.
Who we share personal data with
We don’t directly share personal data provided by individuals when signing up to be a member of a closed WhatsApp group administered by RCT. However when an individual is part of a closed WhatsApp group, their profile details can be seen by every other participant.
How long we retain the personal data
We retain the personal data contained within closed WhatsApp group records for:
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Length of time
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Reason
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Until individual withdraws consent
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Lawful basis being relied upon is Consent
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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 Information Management Team directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
- Email : information.management@rctcbc.gov.uk
- Telephone : 01443 562289
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