PN152 - Eco Flex 4 Scheme 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: Economy & Environment
Work area: Housing Safety and Environmental Protection Team
Contact Details: Anne Garratt - anne.garratt@torfaen.gov.uk - 01633 647288
Privacy Notice Name: Eco Flex 4 Scheme

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 covers how Torfaen County Borough Council (as a Data Controller) will collect, use, and share your personal data for the purposes of processing of an ECO 4 application form submitted on your behalf by an approved agent-company / installer. Processing will enable the Council to verify the information and provide an advisory declaration to the agent-company / installer.

We collect and use your personal information so that we can assess householders’ eligibility for ECO4 flexible eligibility scheme.

Who provides your data to the Council?

We receive personal information indirectly from City Energy for the purposes of processing of an ECO 4 application form submitted on your behalf by City Energy.

AND

The personal information we process may also be provided to us directly by you for processing the application.

How does the Council collect this information?

  • From being contacted by you via online application forms, email, telephone or face to face.
  • Information provided by the installer City Energy
  • Information from third party organisations such as Citizen Advice Cymru.

What information does the Council collect about you?

The Housing Safety and Environmental Protection Team collects the following personal data:

  • Name
  • Address
  • Contact details
  • Date of birth
  • Family status
  • Interest in property (owner or tenant)
  • Household income
  • Council Tax receipt
  • Health / Medical 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: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.

Special categories of personal data

We collect the following special category data:

  • data concerning health

We collect this under Article 9 of the UK GDPR.

  • Article 9 (2)(g) Substantial public interest.

(The relevant Data Protection Act 2018 conditions are – Schedule 1 Part 2: Support for individuals with a particular disability or medical condition)

We do not collect any or 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. These may include, but not be limited to:

  • TCBC Customer Services Team
  • TCBC Council Tax
  • TCBC Housing Safety and Environmental Protection Team

Your data may also be shared externally with organisations for the purposes of processing of an ECO4 Application form. These may include, but not be limited to:

  • ECO 4 regulator Ofgem
  • City Energy

The information that you have provided to us may be used for the prevention and detection of fraud and for auditing purposes both internally and externally.

The personal information we have collected from you will be shared with fraud prevention agencies who will use it to prevent fraud and money-laundering and to verify your identity. If fraud is detected, you could be refused certain services, finance, or employment. Further details of how your information will be used by us and these fraud prevention agencies, and your data protection rights, can be found by visiting CIFAS-UK fraud prevention service. 

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:

  • Sharepoint a secure cloud system
  • Civica a secure network

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.

  • Torfaen County Borough Council will only keep your information for a maximum of 3 years from the end of the scheme.

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: Torfaen County Borough Council. Civic Centre, Pontypool, NP4 6YB, Telephone: 01495 762200, Email: calltorfaen@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