Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Flood Risk Management.
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 Flood Risk Management.
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 Flood Risk Management.
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 Flood Risk Management team:
By email : FRM@rctcbc.gov.uk
By telephone : 01443 281107
In writing : Flood Risk Management, Floor 2, 2 Llys Cadwyn, Pontypridd, CF37 4TH
Who we are what we do
The Flood Risk Management team are responsible for managing flooding incidents which include ordinary watercourses, surface water and groundwater within Rhondda Cynon Taf.
Whose personal data we process
We may process personal data relating to the following individuals for Flood Risk Management;
- Residents and family members
The categories of personal data we process
We may process the following categories of personal data for Flood Risk Management:
- Contact details such as name, address, postcode, email address and telephone number
- Insurance information
- Photographs of flooded properties
- Health Information.
Why we process the personal data
We process the personal data for Flood Risk Management. This may include but is not limited to the following activities;
- Undertake investigations following flooding events.
- Maintaining an asset register and record of all known structures and features that are likely to have an effect on flood risk in the area.
- Exercising our enforcement powers as necessary for any flood risks.
- Complete public consultations and service improvement.
- Help residents complete personal and community flood action plans to assist with flooding emergencies.
- Deliver flood alleviation schemes to help reduce the risk of flooding to homes.
- Process consents and approvals, including ordinary watercourse consent, land drainage bylaws and national standards for sustainable drainage systems.
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data for Flood Risk Management 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.
- 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.
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
- Flood and Water Management Act 2010
- Land Drainage Act 1991
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- Residents / Members of the Public
- Local Elected Members
- Internal Council departments such as Enforcement, Legal, Corporate Estates etc
- Consultants
- Other risk management authorities
- Welsh Government
Who we share personal data with
We may share the personal data with the following key organisations for Flood Risk Management:
When sharing the personal data, we only share the minimum amount necessary in relation to the purpose.
|
Who
|
Purpose
|
|
RCT Internal Departments
- Emergency Planning
- Public Health & Protection
- Environmental Health & Pollution
- Countrysides
- Highways & Streetcare
- Corporate Estates
- Customer Servies
- Legal
- Consultation
- Insurance
|
We may share with these departments for the following:
- Customer enquiries
- Flood investigations
- Post event responses
- Maintaining our asset record/register
- To assist with enforcement action
- To assist with consultation surveys and public engagement events and activities
- To process claims/complaints made against the Council.
|
|
Local Elected Members
|
To assist with customer enquiries, flood investigations and post event response.
|
|
External Consultants
|
To assist the Council with Flood Risk Management i.e collect and collate information relating to flood risk/history.
|
|
Housing Associations
|
To assist the Council with Flood Risk Management i.e collect and collate information relating to flood risk/history.
|
|
Other 3rd Party Organisations
- National Resources Wales
- Dwr Cymru Welsh Water
- Other Local Authorities
- Welsh Government
|
The Council has a duty to share information to deliver more effective partnership Flood Risk Management.
|
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 Flood Risk Management
- IT system suppliers.
- Consultants
How long we retain the personal data
We retain the personal data contained within Flood Risk Management records for:
|
Length of time
|
Reason
|
|
Personal Flood Plans – time of collection to completion of plans
|
Once the personal flood plans are completed there is no longer a need to process the data.
|
|
Consultation events and surveys – time of collection to completion of project
|
To monitor success and delivery of events and surveys
|
|
Flood Alleviataion Scheme data - time of collection to completion of scheme
|
To assist with the delivery of flood alleviatin schemes
|
|
Flood investigation records and reports – data is retained indefinitely to manage flood risk.
|
Business need to retain the data to assist with future/past flooding events.
|
|
Asset Record/Register – data is retained indefinitely
|
Statutory need to retain the data to assist with future/past flooding events.
|
|
Enforcement activities – data is retained indefinitely.
|
Business need to retain the data to assist with future/past flooding events.
|
|
Customer Relationship data - data is retained indefinitely.
|
Business need to retain the data to assist with future/past flooding events.
|
|
SUDS Approval Body data - data is retained indefinitely.
|
Business need to retain the data to assist with future/past flooding events.
|
|
Consent & Approvals data - data is retained indefinitely.
|
Business need to retain the data to assist with future/past flooding events.
|
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 Flood Risk 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 : FRM@rctcbc.gov.uk
- Telephone : 01443 281107
- In writing : Flood Risk Management, Floor 2, 2 Llys Cadwyn, Pontypridd, CF37 4TH
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