PN053 - Play Service - Volunteers Database Privacy Notice

Torfaen County Borough Council is committed to protecting your privacy when you use our services. This Privacy Notice is designed to give you information about the data we hold about you, how we use it, your rights in relation to it and the safeguards in place to protect it.

TCBC Service Area: Education
Work area: Play Service
Contact Details: Julian Davenne – 01495 742952
Privacy Notice Name: Play Service – Volunteers Database

Data Controller: Torfaen County Borough Council, c/o Civic Centre, Pontypool, NP4 6YB

If you wish to raise a concern about the handling of your personal data, please contact the Data Protection Officer on 01495 762200 or email

The information is gathered through the volunteer recruitment process and is held throughout the volunteer’s engagement with the service.

Who provides your data to the Council?

The personal information we process is provided to us directly through the application form completed by the volunteer.

How does the Council collect this information?

Recruitment forms are completed by the volunteer. Volunteers can opt for an electronic or paper form to express their interest in volunteering. On successful recruitment a DBS is carried out on each volunteer following the Council’s safer recruitment process. Bank details are collated to enable us to pay them daily volunteers’ expenses. Information is gathered and then forwarded to the recruitment team/ creditors.

What information does the Council collect about you?

The Play Service collects the following information on volunteers through the recruitment process.

  • Name
  • Address
  • Date of Birth
  • Emergency Contact details
  • Email address
  • Mobile phone number
  • Medical needs and disabilities
  • Bank details to pay volunteers expenses
  • Information for DBS

Why does the Council process your personal data?

Under Article 6 of the UK General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information is:

(e) We need it to perform a public task – to provide safe play provision for children and young people

Special categories of personal data:

We collect the following special category data;

  • data concerning health

We collect this under Article 9 of the UK GDPR.

As part of the DBS process, we ask volunteers if they hold any unspent criminal convictions

Where we collect criminal data this is processed within the Council under Article 10 of the UK GDPR

Who has access to your data?

Your data is shared internally only with the appropriate staff where it is necessary for the performance of their roles.

Apart from where previously stated, we do not pass your details to third parties unless we are lawfully required do so.

Is the Data transferred out of the UK?


How does the Council keep your data secure?

The Council has internal policies in place to ensure the data it processes is not lost, accidentally destroyed, misused or disclosed. Access to this data is restricted in accordance with the Council’s internal policies and in compliance with the UK GDPR.

Data will be stored securely in:

  • Any paper registration forms are uploaded onto an electronic database once received and then the paper forms are destroyed safely.
  • All information is stored on a secure electronic database

How long does the Council keep your data?

The Council will hold your personal data only for the period that is necessary and will follow organisational and Local Authority standards in this area. At the end of the retention period the Council will securely destroy or dispose of the data in line with retention schedules.

  • Until the person stops volunteering with the service
  • Volunteer expenses timesheets will be kept securely in the Play Office for 7 years in line with the council’s retention policy

Are we making automated decisions/profiling with your data?


Your rights

You have a number of Rights you can exercise:

  • Access - to obtain a copy of your data on request
  • Rectification – to require the Council to change incorrect or incomplete data
  • Object, Restrict or Delete - under certain circumstances you can require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
  • Data portability – to receive and/or transmit data provided to the Council to other organisations (this applies in limited circumstances)
  • Withdraw your consent at any time (where consent has been given)
  • To know the consequences of failing to provide data to the Council
  • To know the existence of any Automated Decision-making, including profiling, and the consequences of this for you.
  • To lodge a complaint with a supervisory authority (Information Commissioners Office)

If you would like to exercise any of these rights, please contact Torfaen Play Service, The Old Abersychan Library, Brynteg, Abersychan, Torfaen NP4 7 BG 01495 742951

The Information Commissioner can be contacted at: The Information Commissioner’s Office (Wales), 2nd Floor, Churchill House, Churchill Way, Cardiff, CF10 2HH. Telephone 0330 414 6421 or e-mail

Last Modified: 09/05/2023 Back to top