PN093 - Involvement 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: PSSU
Work area: Communications, Engagement and Civil Contingencies
Contact Details: email@example.com
Privacy Notice Name: Involvement
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 firstname.lastname@example.org
This Privacy Notice covers the collection of data by the Communications, Engagement and Civil Contingencies team for the purpose of improving services.
Who provides your data to the Council?
The personal information we process is provided to us directly by you when you participate in engagement activities.
We may receive personal information indirectly from organisations such as PSB (Public Service Board) partner organisations.
How does the Council collect this information?
We source your information from you via:
- Registration on some online involvement tools.
- Registration as a member of the Torfaen People’s Panel
- Responses to online and paper engagement surveys
- Face to face conversations
What information does the Council collect about you?
Depending on how you engage with us and the questions we ask, the Communications, Engagement and Civil Contingencies team may ask you to provide information on:
- Email address
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.
Special categories of personal data
We may collect the following special category data depending on the engagement activity:
- data concerning health
- personal data revealing racial or ethnic origin
- data concerning a person’s sex life
- data concerning a person’s sexual orientation
We collect this under Article 9 of the UK GDPR.
We do not collect 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.
Your data may also be shared externally with organisations for service improvement. These may include, but not be limited to:
- Public Service Board (PSB) partner organisations
- Special interest groups involved in service delivery or improvement
Anonymised reports may be produced and made available for public viewing on our website.
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:
- Electronic folders on secure servers
- Data from paper forms is uploaded to secure servers and the forms are shredded immediately afterwards
Where the Council engages third parties to process personal data on its behalf, they do so on the basis of written instructions. These third parties are also under a duty of confidentiality and are obliged to implement appropriate measures to ensure the security of data
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.
- Online engagement responses will be kept for no longer than three years
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 Neil Jones, Head of Communications, Engagement and Civil Contingencies via email: 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: 17/07/2023
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