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Adults Privacy Notice

The Adults, Health and Well-being Department provide a variety of social care services to adults over the age of 18 who require information, support or care due to their specific needs.

The Department’s main principles are:

  • provide for the well-being of those who are in need of care and support;
  • focus on people, and give them a real say in decisions about the care they receive;
  • to provide Services by working in partnership and collaborating;
  • to prevent individual needs from escalating and aim to ensure that the right support is available at the the right time

Purpose for processing your information?

We need to process your information to:

  • Provide a care service for Gwynedd people
  • Assessment of physical well-being, mental and emotional health
  • Safeguarding from harm and neglect
  • Assessment of care needs
  • Financial Assessment

Providing the most basic information is a sensitive issue. You have a legal right to expect any information you provide to be treated confidentially and kept securely. The Council has measures in place that protect the privacy of the individual during this process.

Justification for Collecting and Recording Personal Information

The Adults’ service will collect the personal information as it is a legal duty on us or form part of our public task under:

Social Services and Well-Being (Wales) ACT 2014

For sensitive information, our legal basis is the need to provide health and social care services.

Information we can collect

  • Date of birth, name, address, family details
  • Telephone Details
  • E-mail Address
  • National Insurance Number (in some cases)
  • Personal Reference Number e.g. Social Service number, Health Service number
  • Employer Details
  • Family Details (In cases where the customer lacks mental capacity, were appointed and/or those with a Lasting power of Attorney.)
  • Financial Position e.g. income, expenditure, bank details
  • Lifestyle and social circumstances
  • Opinion and decision
  • Record of previous complaints
  • Personal appearance and behaviour

We may also process sensitive (special category) information, relevant to individual cases, for the provision of mental health services, which may include, among others, some of the following:

  • Physical and/or mental health details
  • Racial or ethnic origin
  • Religious or other beliefs
  • Offences (including alleged offences), criminal proceedings, consequences and sentences
  • Political Affiliation/opinion
  • Sexual Orientation

Records are kept on paper or on a computer. They are treated confidentially and are always held securely.

With whom will we share the information?

In some circumstances, the Council will have to share your information with external and third sector partners if it is relevant to the provision of care. These include but are not limited to the following:

  • Police
  • Health including – GP’s, Hospitals, Betsi Cadwaladr University Health Board, Clinical Commissioning Groups, Care Homes
  • Anonymised statistical data is shared with NHS Digital
  • Independent Best Interests Assessors and Mental Health Assessors
  • Representatives who act on your behalf if you have no ability to make decisions about your care. Including amongst others:
  • An Independent Mental Capacity Advocate;
  • Those with a lasting power of attorney
  • Court-Appointed Deputy
  • Nominated Representative/nearest family member
  • Other family Members with an interest in your mental health and care
  • Court of Protection
  • Conwy County Safeguarding Services
  • Appropriate adult Team (teams)/children's social care
  • Other Conwy County Borough Council Services as appropriate including Legal Services
  • Galw Gofal
  • North Wales Fire Service

Information is shared in cases of real need, where we can improve on the service offered to the individual. The information will not be shared as such unless there is a legal requirement to do so. We will not pass on your information to another country.

How long will we keep your information?

The service will keep your information only for as long as is necessary. This will normally be a minimum of six years. We have a list of retention periods for the Department's work. For Further information please contact the Information Officer.

After the retention period, your information will be securely disposed.

Can you see what information the service holds about you?

You have the right to ask for all the personal information the service holds about you. In Some circumstances, we will not be able to let you see the information, or part of it, because:

  • It contains confidential information about other people; or that a professional believes that it would cause serious harm to the physical or mental well-being of the individual or someone else

If we cannot give you access to your information we will explain the reason for refusal.

How do I apply to see the information the Department holds about me?

  • Download the access to personal Information application form
  • Send us a letter or e-mail
  • Ask verbally

Normally, you will be asked to provide a proof of your identity.

Once we have received proof of your identity, we will then process your application in 1 month, or we are entitled to extend this period to 2 months if the application is bulky or complex.

How to contact us?

For more information, or if you wish to receive an application form by e-mail or post, please contact us on the details below:

Information Officer Department for Adults, Health and Well-being

  • Telephone: 01286 679 223
  • E-mail: mailto:gcgc@gwynedd.llyw.cymru
  • Address: Information Officer, Department for Adults, Health and Well-Being, Cyngor Gwynedd, Shirehall Street, Caernarfon, LL55 1SH

How to get more information about your rights?

For more information, see the Privacy Statements and Cookies page.