PN140 - 16+ Team Payments 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: Social Care and Housing
Work Area: Torfaen Young People’s Support Service (TYPSS) / 16+
Contact Details: Kate Phillips - firstname.lastname@example.org
Privacy Notice Name: 16+ Team Payments
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
TYPSS/16+ provide a Children Looked After and Leaving Care Service to young people between the ages of 16-25. For some young people we hold Parental Responsibility and make decisions with them about their lives that may include decisions about finances.
Who provides your data to the Council?
The personal information we process is provided to us directly by you in order to facilitate payments in line with Pathway Plan.
We receive personal information indirectly from Department for Work and Pensions (DWP), Citizens Advice Bureau (CAB), Supported Housing providers, Registered Social Landlords (RSLs), Welsh Government (WG) - Basic Income Pilot (BIP) cohort, Education Training and Employment (ETE) providers, Foster Carers and/or parents.
How does the Council collect this information?
- Pathway Plans
- Case notes
- Forms completed by support staff - electronic
- Face to face meetings
What information does the Council collect about you?
TYPSS/16+ team collects:
- Date of Birth
- Address, including email and phone numbers
- Bank details
- Reasons for payment
- Eligibility for finances
- National Insurance number
- ETE details
- Next of Kin 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:
(c) We have a legal obligation
(e) We need it to perform a public task
Special categories of personal data
In order to facilitate payments, the team does not collect any special category or criminal data however this may be processed elsewhere on that young person’s records. This may include:
- personal data revealing racial or ethnic origin
- personal data revealing religious or philosophical beliefs
- data concerning health
- data concerning a person’s sexual orientation
This has been collected under Article 9 of the UK GDPR.
Where criminal data has been collected this is processed within the Council under Article 10 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 for the purpose of ensuring payments are correct. These may include, but not be limited to:
- Supported Housing Providers
- Foster Carers/Parents
- ETE providers
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:
- Welsh Community Care Information System (WCCIS)
- Secure network drives
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.
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: Kate Phillips – firstname.lastname@example.org - 01633 647544 or Kirsty Jenkins – email@example.com, Civic Centre, Pontypool, NP4 6YB
The Information Commissioner can be contacted at: The Information Commissioner’s Office (Wales), 2 nd 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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