Privacy Notice PN100 - Torfaen Community Support

Licence Terms and Conditions ("Terms")

Last updated: 16/4/2020

Please read these Terms and Conditions ("Terms", "Terms and Conditions") carefully before using the Torfaen Community Support application (the "Service") operated by Torfaen County Borough Council.

Your access to and use of the Service is conditioned on your acceptance of and compliance with these Terms. These Terms apply to all visitors, users and others who access or use the Service.

By accessing or using the Service you agree to be bound by these Terms. If you disagree with any part of the terms, then you may not access the Service

Intellectual Property

This Service was developed by Torfaen County Borough Council and is owned by Torfaen County Borough Council, which reserves the right to the original content, features and functionality, which is protected by international copyright, trademark, patent, trade secret and other intellectual property or proprietary rights laws.

Content

The Service allows you to post, link, store, share and otherwise make available certain information, text, graphics, videos, or other material ("Content") which will be compiled through the Torfaen County Borough Councils IT systems. Torfaen County Borough Council is responsible for the content input by their volunteers, service users, representatives, partner agencies and staff in their use of the App.

The Service may contain links to third-party web sites or services that are not owned or controlled by Torfaen County Borough Council.

Torfaen County Borough Council has no control over, and assumes no responsibility for, the content, privacy policies, or practices of any third party web sites or services. You further acknowledge and agree that Torfaen County Borough Council shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any such content, goods or services available on or through any such web sites or services.

Changes

Wereserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material, we will try to provide at least 30 days' notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.

For how we handle your personal information

The wording below reflects how we handle your personal information under the requirements of the General Data Protection Regulation (GDPR) effective from the 25th May 2018 for providing essential services to vulnerable persons inclusive of the Shielding Project during the Covid pandemic (PN100).

Data controller:

Torfaen County Borough Council
c/o Civic Centre
Pontypool
NP4 6YB

Data Protection & Information Governance Officer:
Susan Bullock
01633 647467
Email: DPA@torfaen.gov.uk

Have we sourced your personal data, directly from you?

Yes

Have we sourced your personal data from other sources?

Yes it has been shared with the Council as per the points below:

  • This can be via a person representing you or acting on your behalf to give details outlined below. 
  • Information has been sourced from the Health Service under instruction from Central and Welsh Government which gives the following information for those identified within the Shielding Project details outlined below.
  • Information has been sourced from Torfaen Leisure Trust (TLT) in relation to the National Exercise Referral Scheme details outlined below.

What information does the Council collect about you?

The Council collects and processes a range of information about you. This includes the following.

Volunteers will be required to provide the following information:

  • Name
  • Address (including postcode)
  • DOB
  • Contact phone number (preferably mobile)
  • Email address
  • Current occupation
  • Current DBS status
  • Do you have access to a vehicle
  • Do you have appropriate vehicle insurance
  • Description of support that can be offered (from the list below)
    • Welfare calls/checks
    • Medication collection & delivery
    • Shopping assistance
    • Other
  • ID Verification (to include copies of one or more of the below)
    • Copy of Drivers licence
    • Copy of Passport
    • Copy of Utility bill
    • Copy of Council Tax bill
    • Copy of ID badge
  • Status – availability for volunteer work

Service Users or their representatives will be required to provide the following information:

  • Name
  • Address (including postcode)
  • DOB
  • Contact phone number (preferably mobile)
  • Contact Email address
  • Outline of their requirements as per the list below
    • Welfare calls/checks
    • Medication collection & delivery
    • Shopping assistance
    • Other

Referrer/Representative Details if you are referring or acting on behalf of someone else then you will be required to provide the following information:

  • Name
  • Contact phone number (preferably mobile)
  • Contact Email address
  • Service users consent

Assessment and Verification information will be stored on the secured network drives within the Council and in protected cloud systems.

Information has been sourced from the Health Service under instruction from Central and Welsh Government which gives the following information for those identified within the Shielding Project.

  • Name
  • Address
  • DOB
  • Telephone contact numbers
  • NHS patient number
  • Unique property reference number (UPRN)
  • Property Co ordinates

Information has been sourced from Torfaen Leisure Trust (TLT) in relation to the National Exercise Referral Scheme and includes the following information:

  • Name
  • Age
  • Subscription site e.g. Cwmbran Stadium
  • Subscriptions type
  • Home address
  • Contact telephone number(s)
  • Email address

The Council may collect this information in a variety of ways

Referrals and volunteer information can be made in the following ways:

  • Telephone
  • Email
  • Through the App
  • Through the Web browser

Information sourced from Health, RSL’s and TLT has been transferred securely.

We will store your data

Your app information will be stored in an encrypted cloud solution your assessment and verification information will be stored on the secured network drives within the Council and in protected cloud systems and managed by staff within Torfaen County Borough Council or those working on behalf of the Council during this period.

Why does the Council process your personal data?

Necessary to fulfil the tasks in the public interest or exercise of authority vested in the Council.

This procedure has been developed to cover the Council’s response to assisting vulnerable residents in the community to maintain self-isolation during the outbreak of COVID 19.  This is aimed at those individuals identified within the shielding programme, those individuals who are isolating due to age and illness as well as those isolating due to having contracted the illness.  The resources available are not there for the general public to use in instances where they can be reasonably expected to assist themselves in line with guidance from central government. 

This will also cover TCBC staff who have been redeployed to assist individuals within the community.

Special categories of personal data:

For the App

No

The information collected during this process for the APP usage will be personal data only

Assessment and verification

Any special category data processed within our assessment and verification process would be processed in line with Reasons of public health

Who has access to your data?

Your information may be shared internally with authorised Council staff who will be allocated to carry out these roles

The Council shares your data with third parties who are working on this project as detailed below:

  • Cloud Provider/IT support staff
  • Volunteers
  • Third sector organisations
  • Service Users
  • Pharmacists
  • Supermarkets
  • Registered Social Landlords
  • Aneurin Bevan University Health Board
  • Welsh Government
  • Probation
  • Police
  • Care Providers

Is the Data transferred out of the EEA?

No

Assessment and Verification information will be stored on the secured network drives within the Council and in protected cloud systems.  The app information will be stored in an encrypted cloud solution.

A Cloud service provider (CSP) will be used as part of our processing environment. The CSP used utilises EU-located processing facilities, where the information is protected during transmission to or from the CSP environment by using encryption protocols and software.

How does the Council protect data?

The Council has internal policies in place to ensure the data it processes is not lost, accidentally destroyed, misused or disclosed. Furthermore data is not accessed by employees except in the performance of their duties.

Where the Council engages third parties to process personal data on its behalf, they do so on the basis of written/verbal 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 keep your information in line with our Local Authority standards and emergency planning retention schedules.

Are we making automated decisions/profiling with your data?

No

Your rights

You have a number of rights you can exercise:

  • Access and obtain a copy of your data on request
  • Require the Council to change incorrect or incomplete data
  • 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
  • To know the period of time that the data will be stored for
  • The right to data portability
  • The right to withdraw your consent at any time
  • The right to lodge a complaint with a supervisory authority (Information Commissioners Office)
  • The consequences of failing to provide data to the Council
  • The existence of any automated decision-making, including profiling and the consequences of this for you.

Contact Us

If you have any questions about these Terms, please contact Simon Rose at Simon.Rose@torfaen.gov.uk

Last Modified: 19/04/2020 Back to top