Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Quarry and Colliery Spoil Tip Inspections
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 Quarry and Colliery Spoil Tip Inspections.
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 Quarry and Colliery Spoil Tip Inspections.
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 Tip Safety Department:
By email : TipsTeam@rctcbc.gov.uk
By telephone : 01443 281168
In writing : Tip Safety Department, CBS Rhondda Cynon Taf CBC, Llawr 2, 2 Llys Cadwyn, CF37 4TH
Who we are what we do
The local authority has legislative powers to manage risk from disused tips and undertake tip inspections as part of these powers.
Some of these disused tips are located on privately owned land, which requires us to process personal data to carry out our Inspections.
Whose personal data we process
We may process personal data relating to the following individuals to allow us to complete inspections
The categories of personal data we process
We may process the following categories of personal data for the purposes of inspections:
- Contact details such as name, address, post code, email address and telephone number.
Why we process the personal data
We process the personal data to administer inspections. This may include but is not limited to the following activities;
- To maintain a list of disused colliery and quarry spoil tip locations within RCTCBC.
- To maintain a database of private landowner contact information (where relevant and available)
- To maintain a list and schedule of tip inspections.
- Complete Tip Inspections manually and through GPS Tracking.
- Record any ‘areas of concern’ identified during the inspections and schedule maintenance works if appropriate.
- Record any maintenance works.
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to complete inspections 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;
- Mines and Quarries (Tips) Act 1969
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- The Land Registery
- Private Land Owners
Who we share personal data with
We may share the personal data with the following key organisations to complete tip inspections
When sharing the personal data, we only share the minimum amount necessary in relation to the purpose
|
Who
|
Purpose
|
|
Internal Council Departments
- Emergency Planning
- Maintenance Depot
- Corporate Estates
|
Information will be shared if a tip becomes unstable or requires maintenance.
|
|
Welsh Government Coal Tip Safety Taskforce
|
Tip inspection reports are submitted to support the grant claim.
|
How long we retain the personal data
We retain the personal data contained within quarry and colliery tip inspection records for:
|
Length of time
|
Reason
|
|
Tip Inspection and records of maintenance work - permanent retention
|
Permanent records are required to ensure adequate management of tips
|
|
Private land owners contact details – until the land registery advises a change in land ownership.
|
Land Registry records are checked for updates every 2 years or (4 years of the inspection frequency is greater).
|
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 Tip Safety Department directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
- Email : TipsTeam@rctcbc.gov.uk
- Telephone : 01443 281168
- In writing : Tip Safety Department, CBS Rhondda Cynon Taf CBC, Llawr 2, 2 Llys Cadwyn, CF37 4TH
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