PN021 - Children & Young People's Participation 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: Public Services Support Unit
Work area: Children and Young People’s Participation
Contact Details: Rhiannon Bennett - 01495 766105 / 07980 682699
Privacy Notice Name: Children and Young People's Participation

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

This privacy notice tells you why the Participation team asks for personal information, what information we ask for and what we will do with that information.

Who provides your data to the Council?

The personal information we process is provided to us directly by you or your parent / guardian (if under 18 years of age). We may also receive other information indirectly from a partner service we work with such as Torfaen Youth Service or Torfaen Young Carers. We collect this information to ensure any activities we plan are inclusive, accessible and safe. For example, we ask if you have any allergies or health issues.

How does the Council collect this information?

  • We will send you a consent form online or in-person
  • Online form
  • Email
  • Postal letter
  • Social media
  • Face to face
  • Telephone

What information does the Council collect about you?

The Participation Team collects:

  • Your name
  • Your address
  • Your date of birth
  • Contact details
  • Any allergies or health issues
  • Emergency contact details
  • Doctors’ details

Why does the Council process your personal data?

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

(b) We have a legal obligation.

(e) We need it to perform a public task.

Please note we may ask for consent to engage in the service or for the sharing of information with providers. However, consent is not the legal basis we rely on to process your personal data.

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.

We do not collect any criminal data.

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 to 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:

  • A protected folder on a secure network

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.

  • For example, if you take part in one of our trips at the age of 11 years old we will keep your consent form and trip details until you are 21 in accordance with legal guidance

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: Rhiannon Bennett, Floor 5 Civic Centre, Pontypool Torfaen. NP4 6YB, Public Services Support Unit.

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: 17/07/2023 Back to top