Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council’s Regeneration Service
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 Regeneration purposes.
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 Regeneration,
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 Regeneration service;
By email : regeneration@rctcbc.gov.uk
By telephone: 01443 281124
In writing : Regeneration Team, Floor 2, Llys Cadwyn, Taff Street, Pontypridd, CF37 4TH
Who we are what we do
The Regeneration Service helps improve towns and communities in Rhondda Cynon Taf. We do this by:
- Making town centre improvements
- Helping local businesses grow and access funding
- Bringing in local funding to boost the local economy and build jobs
- Involving residents in regeneration projects and supporting cultural and heritage activities
Whose personal data we process
We process the personal data about individuals who contact the Regeneration Service by telephone, face to face, on-line or when applying for funding.
The categories of personal data we process
We may process the following categories of personal data to provide our services:
- Contact information – name, address, postcode, email address, telephone number
- Financial information – bank account details, bank statements, property valuations, evidence on inome, savings and expenditure
- Land registry documents, property deeds and mortgage details to evidence ownership of property
- Proof of an approved self build or custom build mortgage from a bank or building society
- Proof of a specialist self build or custom build warranty
- Property lease
- National ID such as HM Revenue & Customs Unique Tax Reference (UTR) number
- Contract of employment / P45
- Council Tax and Business Rates data
- Utility bill, electoral roll registration
- Personal associations with a Councillor, Chief Officer of the Council or Project Officer dealing with a grant application
- If you (or any of the Partners/Directors/Co-owners) have been convicted of fraud or any other offence involving dishonesty within in the last 7 years?
- If you (or any of the Partners/Directors/Co-owners) are currently disqualified from being a Company Director?
Why we process the personal data
We process the personal data for Regeneration purposes. This may include but is not limited to the following activities;
- Offering advice and guidance on available grants and other business support.
- Assessing, approving and making payments in respect of grant applications or funding support.
- Gather customer feedback in respect of funding applications
- Engage with individuals about regeneration projects
- Provide updates and feedback on regeneration projects
- Produce reports to demonstrate funding is being issued in accordance with the terms of the grant.
- Record grant awarded on the Subsidy Control Database in line with The Subsidy Control Regulations 2022
- Contact you for feeback to help improve the services we offer.
- Contact you to promote the services we offer and any services we think you may be interested in.
Please see our service specific privacy notices above for more information on how we process your data for each scheme we offer.
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data for Regeneration is:
- Legal Obligation – Article 6(1)(c) – processing is necessary for compliance with a legal obligation to which the controller is subject.
- Public Task - Article 6(1)(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.
Under the Data Protection Act 2018 we rely on the following condition for the processing of criminal data
- Schedule 1, Part 2 (6) Statutory and Government Purposes.
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
- Housing & Regeneration Act 2008
- Welsh Church Act 1914
- Well-being of Future Generations Act 2015
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- Applicants
- Service Users
- Other internal Council Departments
- Other local authorities
- Land Registry Search
- Companies House Search
- Consultations / Surveys / Petitions
- Social Media
- Other public organisations including Welsh Government, Natural Resources Wales, Local Health Board, Departmet of Work and Pensions
- Other private organisations including data subjects solicitors, mortgage providers, agents or employers, private or social landlords
Who we share personal data with
We may share the personal data with the following key organisations/individuals for Regeneration purposes:
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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Internal Council Departments
- Planning (including Enforcement)
- Building Control
- Estates
- Finance
- Legal
- Communications
- Public Health Protection & Community Services
- Highways, Streetcare & Transportation
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- For the purpose of assessing, approving, monitoring and paying grant.
- For the purpose of developing and delivering regeneration projects.
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Externalpartners commissioned by RCT in service of regeneration projects –
- Independent Quantity Surveyors
- Consultants
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- To provide advice on financial information provided by the applicant.
- To undertake the commission for which they are appointed.
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Administrators
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- To facilitate reclaim of grant if business is liquidated / goes into administration
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Welsh Government
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- To report outputs and outcome in line with funding terms and conditions.
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UK Government
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- To report certain categories of grant award on the Subsidy Control database.
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Other individuals such as
Local Members, Members of the Senedd, Members of Parliament
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- To provide advice and guidance in response to enquiries.
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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.
The category of data processors we use for the purpose of regeneration are
- IT Suppliers
How long we retain the personal data
We will only keep your personal information for as long as we need it, to provide the relevant service and to deal with any questions or complaints that we may receive, this will be for a period of 10 years.
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 Regeneration Service directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
- Email : regeneration@rctcbc.gov.uk
- Telephone : 01443 281124
- In writing : Regeneration Team, Floor 2, Llys Cadwyn, Taff Street, 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