Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Step In The Right Direction
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 Step In The Right Direction.
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 Step In The Right Direction.
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 Employment, Education & Training Team.
By email : eett@rctcbc.gov.uk
By telephone : 01443 570034
In writing : Employment, Education & Training Team
Rhondda Cynon Taff CBC, Heol Dinas Isaf, East, Williamstown, Tonypandy CF40 1NY
Who we are what we do
The Council offer supportive and exclusive traineeship for our children looked after, which offer them a two year, full time, national minimum wage opportunity to access a wide range of supportive and flexible placements within RCTCBC.
Whose personal data we process
We process personal data relating to the following individuals who are nominated to be part of Step In the Right Direction:
- Children, young adults
- Parents, carers, guardians
The categories of personal data we process
We process the following categories of personal data to support the young person in their placement (and their next of kin):
- Name & date of birth
- Address & postcode
- Contact information, email and telephone number
- Bank details
- Employment history & training records
- Photograph for staff ID cards
- Health
- Religious & racial or ethnic origin
- Criminal data, information of any previous convictions and results from a DBS check
Why we process the personal data
We process the personal data to support a young person in their placement. This may include but is not limited to the following activities;
- Assess an application form when a young person apply’s for the scheme
- Complete relevant checks such as DBS
- To formally interview the young person and if successful the young person will be appointed and offered a x2 year opportunity with the scheme.
- To provide emotional & employment support in order for them to sustain their role within the scheme.
- Setting up the young person with payroll, staff IDs
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data for Step In The Right Direction 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.
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
- As the employer we follow employment law for payroll and DBS purposes.
Employment Rights Act 1996 (legislation.gov.uk)
Who or where we get the personal data from
We receive the personal data from the following categories of individuals or organisations;
- Young person when they apply to the scheme
- Associated professional working with the young person when they make a referral
Who we share personal data with
We may share the personal data with the following key organisations to process and provide placement to the successful applicants.
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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Council Dept (placements)
Where the young person is to be placed
Also but not limited to Human Resources
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To ensure we are placing the young person in the most suitable role for them.
If we have any safeguarding concerns that we need to make other depts aware of.
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Payroll
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To create a profile within RCTCBC
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(Council Dept such as) Youth Justice Service / Sexual Health
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To support a young person if they are involved with the Youth Justice Service and as the Corporate Parent, if a young person discloses something about themselves we feel they need help with
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External Work Placement
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To ensure we are placing the young person in the most suitable role for them
Discuss their on going performance and any concerns the young person/work placement may have
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Housing Associations
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To support the young person to sustain their tenancy
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Police
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If we have concerns regarding the young person that needs to be reported to the Police
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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 are:
How long we retain the personal data
We retain the personal data contained within Step in the Right direction for:
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Length of time
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Reason
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2 years post end of Step In The Right Direction contract
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Historically, our young people will contact us for training records, certificates or queries in relation to start/end dates of their placements for accurate application information for new employment.
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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 Employment, Education & Training Team directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
- Email : eett@rctcbc.gov.uk
- Telephone : 01443 570034
- In writing : Employment, Education & Training Team
Rhondda Cynon Taff CBC, Heol Dinas Isaf, East, Williamstown, Tonypandy CF40 1NY
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