Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Childcare Development
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 Childcare Development.
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 Childcare Development.
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 Childcare Development Team;
By email : Childcareteam@rctcbc.gov.uk
By telephone : 01443 570048
In writing : Education and Inclusion Services, Rhondda Cynon Taf County Borough Council, Valleys Innovation Centre, Navigation Park, Abercynon, RCT, CF45 4SN
Who we are what we do
The Childcare Development Team provides advice, support and information to childcare providers situated with Rhondda Cynon Taf.
Whose personal data we process
We may process personal data relating to the following individuals;
- Child care providers
- Users of childcare providers (i.e. parents/carers)
The categories of personal data we process
We may process the following categories of personal data for Childcare Development;
- Contact details such as name, address, postcode, email address and telephone number
- Personal identifiers such as D.O.B
- Financial Information
- Training records and employment history
Why we process the personal data
We process the personal data for childcare development. This may include but is not limited to the following activities;
- Process applications for childcare grants.
- Process applications for training opportunities
- Arrange face to face and virtual engagement events
- Provide advice and support to Childcare providers
- Investigate complaints from Users of childcare providers (i.e. parents/carers)
- Process payments to childcare providers
- Process requests from childcare providers who require additional funding i.e. to support children with emerging additional needs.
- Check memberships of newly registered childcare providers.
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data for Childcare Development 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.
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
- Section 22 of the Childcare Act 2006
- Section 11 of the Children and Families (Wales) Measure 2010
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- Childcare Providers
- Care Inspectorate Wales (CIW)
- Users of childcare providers (i.e. parents/carers)
Who we share personal data with
We may share the personal data with the following key organisations for Childcare Development.
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
- Finance
- Flying Start
- Early Years
- Access & Inclusion
- School Admissions
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Information may be shared with these departments for the following;
- To process payments
- To assess funding applications
- To assess requests for additional funding to support children with emerging learning needs.
- To support parents to make applications for school places.
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Training Providers
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- To arrange and provide training opportunities
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Pacey Cymru
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- For membership of newly registered child minders.
- To assess funding applications
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Childcare Umbrella Organisations
- NDNA
- Early Years Wales
- Mudiad Meithrin
- Clybiau Plant Cymru Kids Clubs
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- To ensure that all umbrella organisations that work with the childcare sector in RCT have relevant up to date information
- To assess funding applications
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Care Inspectorate Wales
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- To report childcare providers if we have concerns about their practices or premises.
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How long we retain the personal data
We retain the personal data contained within Childcare Development records for:
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Length of time
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Reason
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Grant Applications and associated correspondence will be kept for 10x years
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Statutory duty to retain
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Training Records will be kept for 10x years
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Statutory duty to retain
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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 the Childcare Development team directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
By email : Childcareteam@rctcbc.gov.uk
By telephone : 01443 570048
In writing : Education and Inclusion Services, Rhondda Cynon Taf County Borough Council, Valleys Innovation Centre, Navigation Park, Abercynon, RCT, CF45 4SN
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