PN095 - Chaperone 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: Children and Family Services
Work area: Education Welfare Service
Contact Details: Sarah Allard
Privacy Notice Name: Chaperone
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 email@example.com
Privacy notices are a legal requirement under the GDPR, ensuring that individuals are aware of the way their personal data is processed.
Who provides your data to the Council?
The personal information we process is provided to us directly by you via an application form, DBS check and references to allow us to process your Chaperone Application.
We receive personal information indirectly via a DBS check and references to allow us to process your Chaperone Application.
How does the Council collect this information:
- Application Form
- DBS Checks
What information does the Council collect about you?
The Education Welfare Service collects;
- Name, address, contact number, occupation, DOB, e-mail address, experience, qualifications, driving licence details, outcome of DBS check, references.
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.
(d) We need it to perform a public task.
Special categories of personal data:
We collect the following special category data
We collect this under Article 9 of the UK GDPR
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.
Your data may also be shared externally with organisations if the chaperone is working for a production company chaperoning children. The Local Authority who is producing the licence for the child to perform will have to check that that the chaperone name listed is legitimate and will check with the Local Authority who has licenced the Chaperone.
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;
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.
- We will keep your information in line with our Local Authority retention schedules. Last contact + 10 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 Sarah Allard, Senior Education Welfare Officer firstname.lastname@example.org
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: 28/11/2023
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