PN042 - Special Dietary Requirements 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: Catering
Contact Details: Tracy James
Privacy Notice Name: Special Dietary Requirements

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

To ensure a pupil receives the appropriate special dietary needs as per the advice of medical professionals or due to cultural/ethical/religious preferences.

Who provides your data to the Council?

The personal information we process is provided to us directly by you to ensure a pupil is provided with an appropriate special diet.

AND

Where you have granted direct permission, we receive personal information from medical professionals to ensure a pupil is provided with an appropriate special diet.

How does the Council collect this information

  • A paper form
  • Universal Free School Meals Electronic Form
  • direct contact with parent, school or catering staff

What information does the Council collect about you?

The Schools Catering Team collects:

  • Name
  • Address
  • Date of Birth
  • Any medical information related to the provision of the special diet.
  • Religious/ethical/cultural information if relevant
  • Parent/Guardian contact information

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 the following special category data:

  • personal data revealing religious or philosophical beliefs
  • data concerning health

We collect this under Article 9 of the UK GDPR.

We do not collect criminal data.

Who has access to your data?

Your data is shared internally only with the appropriate school-based catering staff where it is necessary for the performance of their roles.

It may also be shared with schools who record dietary requirements on the school information system (SIMS).

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 lockable cabinet for paper forms
  • Password protected electronic file

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.

  • For the duration of attendance at the school, providing they continue to require the diet.

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: Tracy James, Torfaen Schools Catering, Croesyceiliog Adult Education Centre, The Highway, Croesyceiliog, Cwmbran, NP44 2HF - tracy.james@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: 09/09/2024 Back to top