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: Adults & Communities
Work area: Preventative Commissioning Team
Contact Details: Rachael.lewis@torfaen.gov.uk
Privacy Notice Name: Community Grants
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
Community Grants are provided to support local organisations, community groups and initiatives that help improve outcomes for residents and strengthen communities. We collect and process personal information from applicants and wider beneficiaries for the purposes of administering grants, assessing eligibility, monitoring the use and impact of funding, and ensuring appropriate governance, accountability and compliance with funding requirements.
Who provides your data to the Council?
The personal information we process is provided to us directly by you as grant recipients or beneficiaries
AND
We receive personal information indirectly from services or projects that are delivered through grant funding.
How does the Council collect this information?
- Completion of funding application forms (online or paper)
- By e-mail
- By telephone call
- In person
- Surveys or questionnaires (paper or online)
- Registration information (paper or online)
What information does the Council collect about you?
The Preventative Commissioning Team collects personal information to support deployment and evaluation of grant funding awards to organisations or groups operating in Torfaen that benefits residents.
We may ask for information relating to an individual benefiting through the provision of grant funds, including:
- Contact information (including name, address, telephone number and email address)
- Personal Identifiers such as date of birth, national insurance number or payroll numbers
- Gender
- Ethnicity
- Health & Disability
- Employment & Education
- Financial Information
- Sexual Orientation
We may also ask for the following information from organisations or groups that are receiving grant funds:
- Companies House / Charities Commission Registration numbers
- Name and contact information for key personnel associated with the project
- Payroll or financial information for people employed through the funding
- Bank account details including bank 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:
- (e) 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
- data concerning a person’s sexual orientation
We collect this under Article 9 of the UK GDPR.
AND/OR
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 only with the appropriate staff where it is necessary for the performance of their roles.
Your data may also be shared with organisations to fulfil the obligations of funding. These may include, but not be limited to:
- Welsh Government
- Welsh Local Government Association
- Other relevant funding bodies associated with grant delivery
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.
Data will be stored securely in:
- The Council’s secure IT system
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.
- Most Grant funding arrangements specify a 10 year retention period for supporting documentation linked to grant delivery, therefore, retention periods will be aligned with the appropriate terms and conditions of funding.
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: Rachael Lewis, Preventative Commissioning Team, rachael.lewis@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