Inspire 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: Education Service
Work Area: Inspire
Contact Details: Gareth Jones
Privacy Notice Name: Inspire

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

Information is collected on young people aged 11-19 that express an interest in joining the Inspire and Inspire+ project.  Data is also collected on young people referred to and supported by the projects. It is held by the team so that we can support the needs of young people referred to the project and report outcomes to UK Government.

Who provides your data to the Council?

The personal information we process is provided to us directly by you so that we may support you with your progression into Education, Employment or Training and support you to overcome any barriers that you may have, in particular when you are leaving secondary school.   

AND/OR

We receive personal information indirectly from third parties such as:

  • Careers Wales, schools, other departments within the Local Authority and the Job Centre so that we may provide you with effective and appropriate support
  • Awarding bodies for qualifications.

How does the Council collect this information?

  • From the Schools and Education Capta ONE and SIMS database
  • From the organisation that has referred you to the project
  • From the enrolment form and other paperwork you complete on the project
  • From Awarding Qualification Bodies

What information does the Council collect about you?

The Inspire and Inspire+ Project collects and processes a range of information about you.

This includes:

  • Personal Identifiers such as Name, Date of Birth, National Insurance number and/or Unique Learner Number (ULN), and a project issued identification number;
  • Your contact Telephone number, email address and home address
  • Your Parents Name and /or Emergency Contact Name, their Telephone number and Address details
  • Household status data such as if you live in a single adult household or a jobless household, have caring responsibilities or are at risk of becoming homeless.
  • Whether you are seeking employment or are currently in school or Further Education and whether you are likely to stay and complete your study, move to another education provider or find paid work. 
  • Details about if you are participating in other government funded schemes or programmes.
  • Equality of opportunity data such as gender, ethnicity, memberships of a minority ethnic group, migrant worker status and disabilities or work limiting health conditions.
  • Assessment data such as your starting qualifications, your goals and barriers and any current or previous support from ESF projects.
  • Welsh language data such as your skills using the language and your preferred language for communication and for study.
  • Data relating to the activities you undertake with the project such as course or group work details, dates, support received and agreed action plans.
  • Data relating to the outcomes of the activities you undertake with us such as qualifications attained or changes in your education status.
  • Data regarding any unspent convictions. We do this so that we are able to safeguard you, other participants, our staff as well as other organisations that you may be placed with as part of the project activity.

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.

Please note we may ask for consent to engage in the service or for the sharing of information with providers, however, consent is not the lawful basis we rely on to process your personal data.

Special categories of personal data

  • We collect some data about your health in order to provide the most appropriate and effective support that meets your needs and circumstances. We collect data about your ethnicity, BME categories and Migrant status because this is required for reporting purposes to the UK Government. In some cases, we will also collect information regarding unspent convictions. We do this so that we are able to safeguard you, other participants, our staff as well as other organisations that you may be placed with as part of the project activity.

We collect the following special category data:

  • personal data revealing racial or ethnic origin
  • data concerning health
  • data concerning unspent convictions

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 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

  • project outcome reporting purposes
  • Database Host Management Service
  • delivery of courses by external provider
  • awarding qualifications
  • professional social and economic research
  • additional support from external projects/organisations
  • Reporting Destinations

These may include, but not be limited to:

  • UK Government via the lead authority Rhondda Cynon Taf County Borough Council
  • Newport City Council
  • Agored Cymru
  • Careers Wales

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:

  • A secure network drive
  • A secure database
  • Secure Filing Cabinets on Council Premises
  • Project Database

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?

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: Gareth Jones, Address: Croeyceiliog Community Education Centre, The Highway, Croesyceiliog, Cwmbran, Torfaen, NP44 2HF, Email: gareth.jones4@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: 03/10/2024 Back to top