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: Economy & Place
Work area: External Funding
Contact Details: externalfunding@torfaen.gov.uk
Privacy Notice Name: Local Growth Fund (LGF)
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
This privacy notice sets out how Torfaen County Borough Council (referred to as ‘TCBC’, ‘the Council’, ‘the Local Authority’, ‘we’, ‘us’, or ‘our’) will collect, use, store and otherwise process personal data for the purposes of administering and delivering its responsibilities as part of the South East Wales region Local Growth Fund (LGF) Programme and grant allocation led by Rhondda Cynon Taff County Borough Council (RCT CBC).
The LGF is a new three-year funding programme to support delivery of the Welsh Government’s economic mission and the UK Government’s agenda for growth.
Each local authority within South-East Wales will capture personal data relating to beneficiaries of the fund, including individuals, employees and business beneficiaries. RCT CBC and Welsh Government will undertake monitoring, and assurance checks to ensure that funding has been allocated and used in accordance with LGF requirements.
Personal data processed as part of these monitoring checks will only be used to support our obligations and will not be used for any other purpose.
Who provides your data to the Council?
The personal information we process is provided to us directly by you (as beneficiaries) as an essential part of the Local Growth Fund project delivery, so that we can contact you regarding your project and for monitoring purposes. We may also use it to contact you about matters specific to the Fund.
How does the Council collect this information?
- By telephone call
- By mobile data
- By email
- By letter
- By personal visit to the Civic Centre
- By social media
- By electronic application forms
What information does the Council collect about you?
Personal data relating to the following as the Torfaen CBC Programme Lead body for the Torfaen Local Growth Fund administered through the Welsh Government (WG)
- Beneficiaries of the Local Growth Fund (Individual/Business/Staff)
We may process the following categories of personal data as a partner of the S.E Wales LGF:
Individual
- Contact information, including name, address, telephone numbers and email address
- Personal Identifiers such as date of birth, national insurance number and payroll reference
- Language preference
- Gender
- Ethnicity
- Health & Disability
- Employment and Education
- Financial Information
Businesses
- Companies House registration number
- Employees Name, telephone number and email address
- Payroll Financial Data and payslips
- Bank account details including statements
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:
We need it to perform a public task.
Special categories of personal data
We collect the following special category data:
- personal data revealing racial or ethnic origin
- data concerning health
We collect this under Article 9 of the UK GDPR
AND
We do not collect any 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 with the following organisations to fulfil the Councils obligations as partner of the S.E Wales region LGF grant allocation:
- Rhondda Cynon Taff – Lead authority for SE Wales
- Welsh Government – Administrators for LGF funding in Wales
- UK Government – LGF funders
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 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 policies and in compliance with the UK GDPR.
Your personal data will be stored on a secure IT system.
Where the Council engages third parties to process personal data on its behalf, they do so based on 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.
Personal data will be held for 10 years after the final payment of the fund is allocated.
The Welsh Government specifies a 10-year retention period for grant documentation and project files under the Welsh Government Retention and Disposal Schedule (opens in new tab), aligning with standard public sector grant privacy terms and regional funding conditions. Local administering authorities (such as lead county councils managing regional fund allocations) similarly state in their Local Growth Fund Privacy Notice (opens in new tab) that personal and funding data is kept for 10 years from the date of the last payment as required by the Welsh Government.
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: (Tina Meredith Senior Programme Co-ordinator on externalfunding@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.