PN123 - Play Service - Staff Files 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 – Staff Files 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 using the details below.
Data Protection Officer: Susan Bullock - 01633 647467 - Email: firstname.lastname@example.org
The information is gathered through the recruitment process and is held throughout the workers engagement with the service
Who provides your data to the Council?
The personal information we process is provided to us directly by the worker
How does the Council collect this information?
Recruitment forms are completed by the worker ( electronically) as part of the Councils safe recruitment process. Basic emergency contact details are then held by the Play Service on a secure electronic database.
What information does the Council collect about you?
The Play Service collects the following information on workers through the recruitment process
- Date of Birth
- Emergency Contact
- Mobile phone number
- DBS information
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 and follow the Council’s safe recruitment process.
Special categories of personal data:
We collect the following special category information
We collect this under Article 9 of the UK GDPR.
- As part of the DBS process, we ask workers 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.
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:
- 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.
The Council will hold your personal data for the duration of your employment. The periods for which your data is held after the end of employment are set out in relevant retention periods
Are we making automated decisions/profiling with your data?
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 email@example.com
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 Wales@ico.org.uk
Last Modified: 31/10/2022
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