Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Parking Services
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 Parking Services.
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 Parking Services.
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 Parking Services
By email : parkingservices@rctcbc.gov.uk
By telephone : 01443 425001
In writing : Ty Glantaf, Unit B23, Taffs Fall Rd, Treforest Industrial Estate, CF37 5TT
Who we are what we do
Parking services are responsible for the processing of penalty charge notices (PCNs), administering residential parking permits/car park permits and the management of the Council’s public car parks.
We capture vehicle registration numbers using handheld mobile devices and Automatic Number Plate Recognition (ANPR) fixed to vehicles. The details captured are used as evidence to support the issuing of Penalty Charge Notices (PCN’S) with regards to unlawful parking.
Whose personal data we process
We may process personal data relating to the following individuals for Parking Services purposes:
- Residents and/or their carers
- Users of RCT Carparks
- Recipients of Penalty Charge Notices
The categories of personal data we process
We may process the following categories of personal data for Parking Services purposes:
- Name
- Address
- Telephone number
- Email address
- Date of Birth
- Penalty charge notice number
- Financial Information
- Vehicle registration
- Health information
Why we process the personal data
The processing may include but is not limited to the following activities:
- The management of the Council’s car parks estate and associated payments.
- Enforce on street parking regulations using handheld mobile devices and ANPR camera vehicles. Enforce off-street parking regulations using handheld mobile devices.
- Administer applications for parking permits (residential, carers, disabled bays, business users, car parks)
- Process and issue all penalty charge notices within Rhondda Cynon Taf.
- Process all penalty charge notices on behalf of Merthyr Tydfil CBC, Monmouthshire, Caerphilly, Newport, Blaenau Gwent and Torfaen Councils.
- Process and issue ANPR PCNs for Newport, Merthyr Tydfil and Torfaen Council.
- Process payments of penalty charge notices
- Process any complaints and challenges in relation to the issuing of penalty charge notices or residential parking permits.
- Recover outstanding debt for nonpayment of PCN’s.
- Offer advice and guidance on parking services.
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 (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 the interests of the data subject.
- Schedule 1, Part 2, Paragraph 1 Data Protection Act 2018.
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
Traffic Management Act 2004
The Civil Enforcement of Road Traffic Contraventions (General Provisions) (Wales) Regulations 2013
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- Hand held mobile devices or ANPR cameras on our vehicles
- Directly from Individuals
- DVLA
- Traffic Enforcement Agencies
- Traffic Penalty Tribunals
- Enforcement Agents
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.
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Who
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Purpose
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Finance Department
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- Processing of Financial Payments
- To verify residency
- Prevention & Detection of fraud with regards to parking permits
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Council Tax Department
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- Processing of Financial Payments
- To verify residency
- Prevention & Detection of fraud with regards to parking permits
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Fraud Department
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- Referring any potential fraudulent use of Blue badges following patrols undertaken by Civil Enforcement Officers
- If a Civil Enforcement Officer sees a Blue badge on display that is not valid this will be reported to the Council’s Fraud team who will investigate. The Fraud team may also ask for further information if the PCN is appealed.
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DVLA
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- To find out the registered owner of vehicles.
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Traffic Enforcement Centre
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- To gain permission to chase outstanding debt.
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Enforcement Agencies
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- To execute warrants and debt recovers
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Traffic Penalty Tribunal
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- To process independent appeals
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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.
We use the following IT System Data processors
- 3sixty PCN processing system
- Parking Gateway permit system
- Mi-Office
- X-parc Amano
- Traffic Penalty Tribunal (TPT) Portal
How long we retain the personal data
We retain the personal data contained within Parking Services records for:
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Length of time
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Reason
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Penalty Charge Notices – 10 Years
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History of PCNs assist with the PCN appeal process
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Residential Parking Permits – 10 Years
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Permit history assist with residential permit eligibility and financial records
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Car Park Permits – 7 Years
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History assists with financial records
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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 Parking Services directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
By email : parkingservices@rctcbc.gov.uk
By telephone : 01443 425001
In writing : Ty Glantaf, Unit B23, Taffs Fall Rd, Treforest Industrial Estate, CF37 5TT
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