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Community Meal Service Privacy Notice

Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of the Community Meals Service


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 the Community Meals Service.

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 the Community Meals Service.

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 Community Meals Service on:-

By email:

By telephone: 01443 744150

In writing: Catering Services, Ty Trevithick, Abercynon, Mountain Ash, CF45 4UQ.

Who we are and what we do

The Council’s Community Meals Service supports adults to live in their own homes by providing a quality meal and ensuring service users have daily contact with others. The service consists of:

  • Kitchen staff – who pick and regenerate the meals.
  • Delivery staff – who deliver the meals to service user’s homes.
  • Administrative Support Service – who work closely with the Service to provide administrative support and process service user referrals. Referrals can come directly from the service user, from service users’ families, hospitals, RCT Community Services, or other health providers such as external home care providers.

More information on our service can be found here.

Whose personal data we process

We may process personal data relating to the following individuals to provide the Community Meals Service;

  • Service user
  • Family members/friends of the service user

The categories of personal data we process

We may process the following categories of personal data to provide the Community Meals Service;

  • Contact details such as name, address, post code, telephone number and email address.
  • Personal identifiers such as D.O.B, WCCIS reference number.
  • Health information such as allergy or dietery requirements and information regarding a referral into the service.
  • Religion and Ethnicity to provide special dietery requirements, if required.
  • Information required for the driver such as how long it takes to answer the door due to a medical condition, key safe number etc.

Why we process the personal data

We process the personal data to provide the Community Meals Service. This may include, but is not limited to, the following activities;

  • To provide the service user with a meal that is to their choice and dietery requirements.
  • To ensure the safeguarding and wellbeing of service users i.e., a cause for concern identified during a meal delivery.

Our lawful basis for processing the personal data

Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data for the Community Meals Service is;

  • Legal Obligation – Article 9(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.
  • Schedule 1, Part 2, Statutory & Government Purposes - Data Protection Act 2018
  • 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;

  • Social Services and Well-Being (Wales) Act 2014

Who or where we get the personal data from

We may receive the personal data from the following categories of individuals or organisations;

  • Service User during first telephone contact.
  • Family members/friends when they refer a service user to the service, or contact us to advise of a change of service, i.e. long stay in holiday.
  • RCT Adult Services.
  • Health providers such as hospitals or care homes.

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. The information shared and who it is shared with will depend on the nature and severity of the concern and the organisations and agencies involved in supporting the service user.



Emergency Services

  • Fire Service
  • Welsh Ambulance Service
  • Police

Safeguarding or wellbeing concerns.



RCT Adult Services

Safeguarding or wellbeing concerns.


RCT Debtors

To raise monthly sundry debtor invoices and to chase outstanding debt

How long we retain the personal data

We retain the personal data contained within Community Meals records for:

Length of time



Current year + 1 year




For charging and debt recovery

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 Community Meals Service directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email:-

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

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: