Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Exercise Referral Schemes
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 Exercise Referral Schemes.
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 Exercise Refferal Schemes.
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 Leisure Services on:
By email : SportRCT@rctcbc.gov.uk
By telephone : 01443 562202
In writing : Rhondda Cynon Taf County Borough Council, Abercynon Sports Centre, Parc Abercynon, Abercynon, Mountain Ash, CF45 4UY.
Who we are what we do
The Council provide a range of supported physical activity programmes designed to enable people to undertake regular physical activity as part of a healthy lifestyle. Referrals can be made into the service from Health Professionals, Social Services, Community Support Professionals and Education or in some instances people can self-refer.
The Exercise Referral Schemes we run are as follows:
- National Exercise Referral Scheme (NERS)
- Community Joint Care Scheme (CJC)
- Support to Access Recreation Scheme (STARS)
Whose personal data we process
We may process personal data relating to the following individuals to run our Exercise Referral Schemes;
- Service Users
- Emergency Contacts, such as family members or friends
The categories of personal data we process
We may process the following categories of personal data to run our Exercise Referral Schemes,
- Contact details, such as Name, Address, Post Code, Telphone Number, Email Address
- Personal identifiers, such as D.O.B, NHS Number
- Details of your referrer into the scheme, i.e your GP, Nurse etc
- Gender
- Health Information, such as your medical history.
- Ethnicity
- Details of you participation in the scheme, including attendance and progress.
Why we process the personal data
We process the personal data to run our Exercise Referral Schemes. This may include but is not limited to the following activities;
- Process referrals received in relation to the National Exercise Referral Scheme, Support to Access Recreation Scheme etc
- Provide information to our leisure centres and delivery staff advising on what specific physical activity programme is required.
- Service Improvement
- Provide emergency contact details and medical information to delivery staff to ensure appropriate Health & Safety
- Provide information to referrers on participation and outcomes on individuals that have been referred into one of our services.
- To provide statistical data to Public Health Wales, Funding Organisations etc.
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data for Exercise Referral Schemes;
- 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.
- 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.
- Schedule 1, Part 2 , Paragraph 6 Data Protection Act 2018 – Statutory and Government Purposes
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- Directly from service users through application and referral forms
- Directly from trusted 3rd parties, such as Local Health Board, Education, Social Services etc
Who we share personal data with
We may share the personal data with the following key organisations to run exercise referral schemes.
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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Leisure Centres
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To arrange the necessary exercise/activity programmes
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3rd party Health Professionals
- CWM Taf Health Board
- Public Health Wales
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To administer and run the exercise referral schemes
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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 for the purpose of the exercise referral schemes are:
- IT system suppliers
How long we retain the personal data
We retain the personal data contained within exercise referral scheme records for:
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Length of time
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Reason
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All exercise referral scheme data will be retained for 8x years
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Business Requirement.
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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 Leisure Services directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
By email : SportRCT@rctcbc.gov.uk
By telephone : 01443 562202
In writing : Rhondda Cynon Taf County Borough Council, Abercynon Sports Centre, Parc Abercynon, Abercynon, Mountain Ash, CF45 4UY.
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