Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Highways & Streetcare
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 Highways & Streetcare
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 ther service we are providing. Should you require further information relating to Highways & Streetcare 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 Highways & Streecare.
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 Customer Services on the following:
By email : CustomerServices@rctcbc.gov.uk
By telephone : 01443 425001
In writing : Sardis House, Sardis Road, Pontypridd CF37 1DU
Who we are what we do
The Highways & Streetcare teams provide direct front line services to customers in the following areas:
- Highway strategy and maintenance of the highway network, including Street lighting provision and the placement of street furniture
- Litter control and general cleanliness including enforcement of littering or dog mess
- Community Wardens to assist you with raising any streetcare issues / concerns
- Waste and recycling collection and disposal, including specific collections such as nappy/assisted/additional allowance/garden collections
- Regulation of traffic orders including traffic calming measures and road safety provision
- New road construction and planning involving public consultation
- Land drainage
- Maintenance of the Council’s fleet of vehicles
Whose personal data we process
We may process personal data relating to the following individuals to provide you with our services:
- Businesses / Organisations
The categories of personal data we process
We may process the following categories of personal data to provide you with our services:
- Email address
- Telephone numbers
- Location of any incident or where action is to take place
- What the action / issue is that is being requested / complained about.
- What action has been taken to mitigate against the request
- Which officer/s have dealt with the request
Why we process the personal data
We process the personal data to provide you with our services. This may include but is not limited to the following activities;
- To provide you with direct Highway & Streecare services.
- To provide you with reminders about collections and alerts of service disruptions affecting your collection.
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data 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.
- 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 interests of the data subject.
The primary legislation, regulations and guidance that supports this includes but is not limited to:
Environmental Protection Act 1990
The Anti-Social Behaviour, Crime and Policing Act 2014
Highways Act 1980
Who or where we get the personal data from
We may receive personal data from the following:
- You, when you contact the Council’s contact Centre, Website or Social Media pages etc.
- Community Wardens who assists you with logging any issues face to face.
- Enforcement Officers if there has been an incident of littering, dog fouling or fly tipping.
- Local Members.
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.
Internal Council departments
- To assist with your request / issues
- to determine your eligibility for some of our services.
- To process claims / complaints made against the Council.
- The administration of compulsory purchase orders.
- For the purpose of consultation / complaints in respect of Highways projects
- Identification of vehicle owners.
- To assist with your request / issues
Cwm Taf Morgannwg LHB
- To assist with collections i.e nappies
- To provide opt in waste collection reminders
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 are:
- GOSS – IT System Supplier
How long we retain the personal data
Personal information will be kept and updated in accordance with our obligations and in line with statutory retention periods.
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 Customer Services directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
- Email : CustomerServices@rctcbc.gov.uk
- Telephone : 01443 425001
- In writing : Sardis House, Sardis Road, Pontypridd CF37 1DU
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.firstname.lastname@example.org.
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