This statement confirms how and what information the Children and Supporting Families Department keeps about an individual. The Department keeps information about any individual who has come into contact with the Department, whether they are currently receiving services or have received services in the past.
Why do we collect the information?
We need to use information about you to:
- assess your social care needs and discuss the services available to meet those needs
- monitor your progress and care
- provide care and assistance
- investigate allegations of an offence or abuse
- investigate complaints
- look at the quality of services
Providing the most basic information is a sensitive matter. You have a legal right to expect any information you are providing to be treated with confidence and kept secure. The Council has measures in place that protect the privacy of individuals during this process.
Justification for Collecting and Recording Personal Information
Gwynedd Council's Children and Supporting Families Department will collect the personal information in order to protect and provide support to children under the Social Services and Well-being (Wales) Act 2014 together with any reference to other acts and regulations such as the Children Act 1989. Processing this personal information is necessary for the Department:
- to respond to Health and Social Care needs.
- as it is undertaking a task in the public's interest.
The Department will not use your information for making automated decisions or for profiling.
Data we are allowed to collect
- Date of Birth, name, address, family details,
- Phone Details
- E-mail address
- National Insurance No. (in some cases)
- Personal reference number e.g. Social Services number, Health Service number
- Financial situation e.g. income, expenditure, bank details
- Lifestyle and social circumstances
- Record of previous complaints
- Safeguarding reports
- Medical details
- Personal circumstances e.g. accommodation status
- Photo ID, description of appearance and behaviour
- Details of physical and mental health
- Race and ethnicity
- Religious beliefs
- Crimes, cases against you, outcomes and convictions
The records are kept on paper or on computer. They are dealt with confidentially and kept secure at all times.
Some types of information are sensitive e.g. health, race, ethnicity, religious beliefs. The legal basis for processing this information is because we provide a health and social care service.
With whom will we share the information?
In some circumstances the Council must share your information with external partners and the third sector if it relates to the care provision. These include, but not limited to, the following:
- Other Council departments, including the Education Department
- Other councils
- Third Sector providers
- Welsh Government
- Government Departments such as the HMRC and the DWP
- The Police
- Credit Agencies
- Health Services
- The Probation Service
- Care Inspectorate Wales
- Housing Associations and Providers
- Residential Care Homes
- Community Care Service Companies
- Representatives who act on behalf of individuals in a situation where the person does not have the capacity to make his/her own decisions.
- Office of the Public Guardian
- Banks and Building Societies
Information is shared in cases of genuine need, where we can improve the services that is provided to the individual. The information will not be shared unless there is a legal requirement to do so. We will not transfer your information to another country.
For how long will we keep your information?
The Department will keep your information in accordance with the Department's policy about information involving children. We have a list of retention periods for the Department's work. For further information, please contact the Customer Care Officer. Your information will be disposed of securely once the retention period ends.
Will you be able to see what information the Department is keeping about you?
You have the right to ask for all the personal information the Department is keeping about you. In some circumstances, it will be possible to release all the information but in other circumstances this will not be possible, because:
- it includes 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 anyone else.
If we cannot allow you access to your information we will explain the reason for refusal.
How do I make a request to see the information the Department is keeping about me?
- Download the application form to request access to personal information
- Send us a letter or an e-mail
- Ask in person
Usually, we will ask you to provide proof of identity.
As soon as we receive proof of your identity, we will then process your application within a month, or we have the right to extend this period to two months if the request is lengthy or complex.
How to contact us?
For more information, or if you wish to obtain a copy of the application form on e-mail or in the post, please contact us on the following:
Customer Care Officer – Children and Supporting Families
- Tel: 01286 679151
- E-mail: email@example.com
- Address: Customer Care Officer, Children and Supporting Families Department, Gwynedd Council, Shirehall Street, Caernarfon, LL55 1SH
How can to get more information about your rights?
For more information go to the Privacy Statements and Cookies page.
Sharing your information with Welsh Government
Some of the information held about you will be shared with Welsh Government. This will help them to carry out research to improve the care and support provided to you and other people in Wales. The information will be shared lawfully and will only be used by the Welsh Government for research in support of official business.
What information will be shared with Welsh Government?
- Some personal information about you, such as:
- date of birth
- ethnic group
- disability status
- other health information
- Basic details of the care or support provided to you
- Information from your school about your education
- Your name will not be shared
- Names of your family and/or carers will not be shared
- Your address will not be shared
How will my information be used by Welsh Government?
- To help with planning services for people in Wales
- To measure how well services are being provided so that they can be improved
- To help conduct research into people’s well-being - this may involve combining it with other information, e.g. health or education data
- No action will be taken in relation to you personally
- You will not be identified in any reports
- Information will never be shared or combined in a way that could lead to you being identified
What are my rights relating to the use of my data?
- Right to be informed (this notice)
- Right to access the personal data Welsh Government holds on you
- Right to (in certain circumstances) object or restrict processing of your information
- Right to (in certain circumstances) for your data to be ‘erased’
- Right to lodge a complaint with the Information Commissioner’s Office (ICO) who is our independent regulator for data protection
Is my information secure?
The information shared with Welsh Government will be sent and stored securely. It will only ever be shared with others under careful controls, to ensure it is only used in the ways listed here.
Is collecting the data lawful?
Welsh Government are collecting these data using powers set out in legislation and to ensure we are able to fulfil public functions and statutory requirements.
How long will you keep the data
Welsh Government will keep the data until the child / adults 25th birthday. After this point the data will be anonymised and continue to be used only for statistical and research purposes.
For a full description of the information being shared with Welsh Government; your rights and the relevant legal information; and complaints, please use the link below, or write to us via the address below.
- Website: http://gov.wales/statistics-and-research/local-authority-social-services-data-collections/?lang=en
- Postal Address: Data Collection Team, Knowledge and Analytical Services, Welsh Government, Floor 4 South, CP2, Crown Buildings Cathays Park Cardiff CF10 3NQ
- E-bost: firstname.lastname@example.org