PN154 - Play Service - Staff & Volunteer Files 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 & Family Services
Work area: Play Service
Contact Details: Julian Davenne – 01495 742952
Privacy Notice Name: Play Service – Staff & Volunteer Files

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 dpa@torfaen.gov.uk

The information is gathered through the recruitment process and is held throughout the staff and volunteer’s engagement with the service.

Who provides your data to the Council?

The personal information we process is provided to us directly by the staff and volunteers. We are also provided with information by referees and in the form of DBS checks

How does the Council collect this information?

Recruitment forms are completed by the worker (electronically or in paper format) 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:

  • Name
  • Address
  • Date of Birth
  • Emergency Contact
  • Email
  • Staff/Volunteer Mobile phone number
  • Medical needs/disabilities

The following information is collected by the Play Service but not retained. It is forwarded to Human Resources to support their processes

  • Right to work documents such as: Passports; Drivers licences; Birth Certificates
  • References
  • DBS information

The following information is collected by the Play Service but not retained. It is forwarded to Creditors to support their processes

  • Bank details to pay volunteers expenses

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

  • data concerning health

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.

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?

No

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
  • 1-2-1s, worksmart, sickness records are held either on a secure drive or in a locked cabinet

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?

No

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 Torfaen Play Service, Eco Building, 1-4 Springvale, Cwmbran, NP44 5AZ, 01495 742322 - andrea.sysum@torfaen.gov.uk

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 Back to top