How we use your personal information for the Altered Images Heritage Project purposes
The Council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals, we must make sure that they know what we intend to do with their information and who it may be shared with.
We have summarised in this privacy notice some of the key ways in which we use your personal information for the Altered Images Heritage Project purposes. This information should be read in conjunction with the Council’s corporate privacy notice.
1. Who we are, what we do.
The Rhondda Cynon Taf County Borough Council (RCTCBC) library service will be leading, coordinating and delivering the National Lottery Heritage Fund grant supported ‘Altered Images’ project. The project focuses on working with communities to consider how views of the past change over time; how understanding the past can challenge our ideas about where we come from; and how our communities developed. The aim is for a wider range of people to be engaged with their local heritage and allow heritage to be identified and better explained. This will include the development and formalisation of a heritage strategy which will create connections with the sector to gain a fuller understanding of RCT’s heritage and those involved in its management.
2. What and whose personal information we hold?
We hold information about those who wish to participate in the project – volunteers, contributors, participants etc. which would include members of the community, school children etc.
The types of information we hold and process will typically include:
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Contact information (name, address, telephone and email)
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Date of Birth
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Photos/videos (where applicable) and the associated consent forms
We will also gather information about the protected characteristics (equality information such as sex, employment status, disability, ethnicity) of volunteers to enable us to monitor our performance with the conditions of the grant and to achieve funding outcomes.
3. Where does the service get my information from?
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Information will be provided directly by the data subject e.g. on application forms
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Information provided by members of the public e.g. complaint or concern
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Information generated by the service
4. What will we do with your personal information?
We will use your information to:
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improve partnership working
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work with you to map memorials/monuments across RCT to produce an online digital archive
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produce an oral and visual digital archive which will record the stories of a diversity of local people throughout RCT
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produce and launch a book
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deliver a range of activities including workshops, surgeries, training sessions and performance/interpretation opportunities
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record and assess your views/feedback on your experience of working on the project
As part of our consultations and engagement activities about the Altered Images Project, we may ask if people would be interested in being a part of a focus group (or similar activities) to further discuss plans.
5. What is the legal basis for the use of this information?
Data Protection law says that we are only allowed to use and share personal information where we have proper and lawful reasons for doing so.
We will use the following legal bases to obtain and process your personal data:
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Under our public task - the successful delivery of this project will directly contribute to the goals of the Well-being of Future Generations (Wales) Act 2015. In particular the economic and environmental well-being of Wales supporting the delivery of a prosperous Wales, a more resilient Wales and a Wales of cohesive communities.
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Where you have given consent to the processing of your personal data for one or more specified purpose, for example the use of images/videos identifying you.
For special category data, which is more sensitive information, we rely on your explicit consent.
6. Does the service share my personal information with any other organisation?
The National Lottery Heritage Fund may use our project images/videos but where these identify you, they would only be shared under your consent.
Anonymised statistical information will be shared with the National Lottery Heritage Fund and you will not be identifiable from this data.
7. How long will my information be kept?
The personal details you give to us as a volunteer/participant/contributor to the project will be kept for the lifetime of the project (3 years). Any oral and visual history resources/stories etc. you create will be kept in our archives indefinitely.
8. Your information, your rights
The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.
View further details on your information rights and how to exercise them.
9. Contact us
If you have any concerns or would like to know more about how the service are using your personal information please contact us in one of the following ways:
By email : hannah.buckmaster@rctcbc.gov.uk
By telephone : 07887 450725
In writing : Hannah Buckmaster, Heritage Project Co-ordinator, Aberdare Library, High St, Aberdare, CF44 7AG