Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of European Social Fund (ESF) Project
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 ESF projects.
This notice should be read in conjunction with;
- The Council’s corporate privacy notice
The Data Controller
The Council is the data controller for the personal data processed for the purposes of ESF projects.
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 Syd Dennis, Service Manager:
By email : firstname.lastname@example.org
By telephone : 01443 425020
In writing : Ty Elai, Dinas Isaf East, Williamstown, Tonypandy, CF40 1NY
Who we are what we do
The Council receives European Social Funding (ESF) to deliver the following projects:
- Communities for Work
- Inspire 2 Work
- Platform 1
- Stay Well @ Work
These projects provide mentoring support and coaching, and training and qualifications to people seeking work, training or further education, who are unemployed or not in education or training aged from 16 to any age.
The Stay Well @ Work project is designed to help individuals with disabilities or work limiting health conditions to re-enter the workplace following a sickness absence.
In order for to us to deliver these projects (in line with the terms of the grant funding) and to provide you with the best possible support we need to collect and use personal information about the people who attend our programme.
Whose personal data we process
We may process personal data relating to individuals who have taken part in our ESF Projects.
The categories of personal data we process
We may process the following categories of personal data to;
- Contact details, including name, address, telephone numbers and email address.
- Identifying details, including date of birth and national insurance number.
- Information that confirms your right to live and work in the UK such as a passport; birth certificate and National Insurance Number and Department for Work and Pensions benefit details.
- Information about the person’s family, dependents or personal circumstances, for example, marital status; caring responsibilities.
Why we process the personal data
We process the personal data in order to report on the management and impact of the grants RCTCBC has received. This may include but is not limited to the following activities;
- Process the referral onto the chosen project
- Provide advice, support and guidance
- Find suitable training.
- Arrange volunteering or work experience placements.
- Produce and provide reports to the Welsh European Funding Office to demonstrate that the Project is being run correctly and in accordance with the terms of the funding.
- To evaluate ESF projects in RCT in line with grant funding requirements.
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to report on the management and impact of the grants RCTCBC has received. is;
- Legal Obligation (c) – processing is necessary for compliance with a legal obligation to which the controller is subject.
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
- Regulation (EU) No 1304/2013 of the European Parliament and of The Council
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- We obtain this personal information directly from the person who is taking part in the project. It is collected via the ESF Project enrolment form.
- We may also receive information (for example, contact details) from the organisation that is making a referral to the ESF Project on behalf of the individual.
- We also generate our own information about you while you are on project. For example details of conversations, training, events you tell us about that are important to you and the support we provide as well as any qualifications you achieve.
Who we share personal data with
We may share the personal data with the following key organisations to deliver projects, agree funding and to demonstrate that the project is being run coirrectly and in accordance with the terms of the funding.
When sharing the personal data, we only share the minimum amount necessary in relation to the purpose.
Internal Council department such as Finance
To make financial claims and undertake activity that complies with Loca Authority Financial Porcedure Rules.
Project Funder – Welsh Euroepean Funding Office (WEFO
To report on ESF Project outputs and outcomes
Fund Managers such as (not not limited to);
- Welsh Governement
- Dept of Work and Pensions
- Blaenau Gwent County Borough Council
- Wales Council for Voluntary Action
To report on ESF Project outputs and outcomes
External evaluation organisations
For Example Wavehill for SWAW and I2W
Partners/Providers to deliver aspects of the projects such as (but not limited to);
- Armed Forces Training
- Adult Learning Wales
- ARC Training
To manage contracts with providers to deliver support to participants
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 categories of data processors we use are;
- IT system suppliers etc
How long we retain the personal data
We retain the personal data contained within; Referral Forms, portfolios of evidence, and exit/closure forms records.
We will only keep your personal information for as long as we need it to administer the Fund and to deal with any questions or complaints that we may receive about this, unless the law requires us to keep it for a longer period.
In practice, this means that your personal information may be retained for as long as you (or any beneficiary who receives benefits after your death) are entitled to benefit from the Fund and for a period of 10 years after closure of the Projects.
The Welsh European Funding Office have let us know that they expect us to retain our records for individuals until 2030, and that we must have the explicit agreement of the Welsh European Funding Office to destroy these.
The Welsh European Funding Office have let us know that they expect us to retain our records for Small Medium Enterprises until 2033, and that we must have the explicit agreement of the Welsh European Funding Office to destroy these.
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 (e.g. documents that contain assessments, decisions, outcomes etc.). 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 Service Manager directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
- Email : email@example.com
- Telephone : 01443 425020
- In writing : Ty Elai, 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.firstname.lastname@example.org.
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