Privacy Notice - SRS Website (v1.0 live)

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.

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 using the details below: 

Tel: 01495 762200 
Email: dpa@torfaen.gov.uk 

The SRS website is an information resource for current partners and potential customers of the Shared Resource Service, and in the future will be used to advertise current job vacancies and to publish news and success stories to members of the public.  This privacy notice aims to outline the data that is captured directly and indirectly through the website, and identify how it is processed, retained and destroyed. 

1) Who provides your data to the Council? 

We do not collect any information when you visit our website, we will only collect information should you choose to contact us to make an enquiry by email or telephone. 

2) How does the Council collect this information:  

The SRS website does not provide a facility for data collection. If you choose to make contact with the SRS using the published email address and telephone number, then the information collected would be contact information and the details of the query, solely for the purposes of resolving the query and providing feedback.  

3) What information does the Council collect about you? 

The SRS will only collect information if contacted by you, and this will be limited to:

• Contact information, eg. Name, organisation, email address
• The query that you are raising

If we do not need your contact information to resolve the query, you do not have to provide this information. 

4) 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: 

We have a legal obligation.
We have a legitimate interest.

5) Special categories of personal data: 

We may collect special category data in relation to your health if you raise a website accessibility issue with us.  We do not collect any criminal data.   

6) 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.  

7) Is the Data transferred out of the UK?  

No 

8) 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. 

• Details of queries received will be logged and managed via the SRS’ Service Management system, which is held on a secure network.
• Any general enquiries would be held in the most appropriate system on our secure network.

9) 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. 

10) Are we making automated decisions/profiling with your data? 

No 

11) 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:  SRS Shared Resource Service, J Block, County Hall,The Rhadyr, Usk, NP15 1GA or  srscomms@srswales.com   

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 mailto: Wales@ico.org.uk.