PN157 - Digital, Data and Technology (DDaT) Team 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: Adults & Communities
Work area: Customer, Digital and ICT
Contact Details: Kevin.davies@torfaen.gov.uk
Privacy Notice Name: Digital, Data and Technology (DDaT) Team

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

Torfaen DDaT team supports service areas who provide services to local communities and the people who live in them. This work means that we may process and/or view information held in relation to these service areas on their behalf. This information is required by the Council in order to deliver the services you are requesting and to carry out its statutory functions. 

Who provides your data to the Council?

The personal information we process is provided to us directly by you when engaging with the team.

AND

We receive personal information indirectly from other service areas, or their partner agencies, where you have provided information to them.

How does the Council collect this information?

  • By phone
  • Video calls
  • Video conference / meetings including video recording and transcription
  • Manual (paper) forms
  • Email
  • Electronic forms
  • Electronic recording of minutes

What information does the Council collect about you?

Personal information of service users, and staff, may be accessed in the process of providing services to our service areas, which may include, but not be limited to:

  • name 
  • address 
  • date of birth 
  • sex
  • gender  
  • ethnicity
  • disability status  
  • telephone number 
  • email Address 
  • financial information
  • lifestyle information
  • contract and employment records
  • your personal “voice print”
  • your participation in meetings
  • any other information recorded after contact with Council services

Why does the Council process your personal data?

Under Article 6 of the UK General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(e) We need it to perform a public task.

Special categories of personal data

Although we do not purposely collect any special category or criminal data, this may be included in information accessed or processed by Team members whilst providing services or advice to our service areas.

Where special category data has been collected, this is processed within the Council under Article 9 of the UK GDPR.

AND

Where criminal data has been collected, 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. All DDaT team members ensure confidentiality is maintained where they need to access this information.  

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:

  • secure corporate network
  • secure IT databases

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. This is detailed in our contract documentation and is monitored through our contract compliance process.

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: Kevin Davies, ICT Client Management Officer at ICTClientTeam@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: 06/11/2024 Back to top