Adults Services Privacy Notices

 

This statement confirms how and what information the Adults, Health and Wellbeing Department keeps about an individual.

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 

Cyngor Gwynedd's Adult, Health and Wellbeing 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:

  1. to respond to Health and Social Care needs.

  2. 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 for as long as is necessary 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 – Adults Service

  • 01286 679 223

  • gcgc@gwynedd.llyw.cymru

  • Address: Customer Care Officer, Adults Services, Cyngor Gwynedd, Stryd y Jêl, 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

-       gender

-       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.

Further information

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: stats.pss@gov.wales

The following privacy notice applies to the learning disabilities service within the Adults, Health and Well-being department provided by Gwynedd Council. It should be read in addition to the Adult, Health and Well-being services privacy statement.

Purpose for processing your information?

We need to process your information to:

  • Assess learning disabilities and care needs

  • To provide the appropriate package of care

  • Obtaining funding for learning disability services

  • Provide safe scheme and safe & well checks

  • Investigating complaints

  • Support and manage our employees

  • Anonymous information based on personal information, but not included, is used for service planning and statistical reporting and reporting to the Council and the Department of Health

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

  • The Social Services and Well-Being (Wales) ACT 2014

  • Mental Health Act 1983/2007

  • Mental Capacity ACT 2005

  • Deprivation of Liberty Safeguards 2009

  • Care 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

  • 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, Gwynedd Council, Shirehall Street, Caernarfon, LL55 1SH

How to get more information about your rights?

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

The following privacy notice applies to the protection of vulnerable adults service within the Adults, Health and Well-being department provided by Gwynedd Council. It should be read in addition to the Adult, Health and Well-being services privacy statement.

Purpose for processing your information?

We need to process your information to:

  • Investigate and respond to any protection of vulnerable adults.

  • Protection from harm or neglect

  • Ensuring the mental and physical well-being of a service user

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 protection of vulnerable 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

  • North Wales Fire and 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, Gwynedd Council, Shirehall Street, Caernarfon, LL55 1SH

How to get more information about your rights?

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

 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, Gwynedd Council, Shirehall Street, Caernarfon, LL55 1SH

How to get more information about your rights?

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

The following privacy notice applies to the provider service within the Adults, Health and Well-being department provided by Gwynedd Council. It should be read in addition to the Adult, Health and Well-being services privacy statement.

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 provider 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

  • 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, Gwynedd Council, Shirehall Street, Caernarfon, LL55 1SH

How to get more information about your rights?

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

The following privacy notice applies to the Mental Health service within the Adults, Health and Well-being department provided by Gwynedd Council. It should be read in addition to the Adult, Health and Well-being services privacy statement.

Purpose for processing your information?

We need to process your information to:

  • provide treatment and care for people with short-term or more complex mental health needs
  • help individuals to obtain long-term personal support to help them live as independently as possible
  • offer advice and share contact details of useful organizations
  • supporting carers

Justification for Collecting and Recording Personal Information

The mental health service will collect the personal information because it is part of our public task under Article 6 (e) UK GDPR

  • The Social Services and Well-being (Wales) Act 2014
  • Mental Health Act,
  • Mental Health Bill
  • Mental Capacity Act 2005

For sensitive information, our legal basis is the need to provide health and social care services (Article 9 (h) UK GDPR)

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

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 only keep your information for as long as is necessary. This will normally be a minimum of twenty years following completion of contact with the mental health service or eight years from the date of death of a service user (we do not destroy these files as they are embargoed). Should contact restart with the service, the date will also restart. 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.

All paper files will be held by the Mental Health Service, Health Board.

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, Gwynedd Council, Shirehall Street, Caernarfon, LL55 1SH

How to get more information about your rights?

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

Purpose and lawful basis for processing

The purpose of the project is for both health and social care systems to work closer together. Different departments within health and social care use different IT systems to track patients, meaning not everyone supporting a patient knows who else is involved with any individual patient. The purpose of this project is to bring those systems closer together so that care can be coordinated across professions. For example, Therapist will know if any patients has any home care and can discuss how to work together to rehabilitate a patient on discharge. Social workers will know whom the District nurses involved with specific patients and can identify any concerns about the patient’s welfare. The fragmented nature of the IT systems currently used means that information needed to make critical decisions is not always readily available to key people that could potentially work together.

The lawful basis we rely on to process personal data is Article 6(1)(e) of the UK GDPR, which allows us to process personal data when this is necessary to perform our public tasks, in this case to deliver social care under the Social Services and Wellbeing (Wales) Act 2014.

For special category (in this case Health data) the lawful basis is Article 9(2)(h) of the UK GDPR i.e processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems.

What we need

The data collected from health and social care systems, will be core identifiable data (Name, date of birth, postcode, address and NHS Number). These data sets will identify which systems have a profile for any patient in hospital who is over 18 years old. A report will be created to show which profession has been supporting the patient. It will not share any diagnostic Information other than notifying which professions works with patients admitted to hospital . It will also identify the professional who has been involved in that patient’s life by name. The report will be no more than a trigger for professionals to identify each other and to hold conversations a patients discharge plan post admission. Patients not known to any system will also be displayed, and a conversation between community and secondary care about the discharge plan can take place. When the patient has no need for any community intervention they will be taken off the report.

Why we need it

Currently Community Health and care Professionals do not know which patients are receiving care from other professionals. This means the care given to patients in the Community is not coordinated and as efficient as it could be. This data matching will give us opportunity to organise better care as both Health and social will work together for the benefit of the citizen.

What we do with it

We will match the identifiable data between Health and social records and create a report for each Community Resource Team for them to plan discharges with the hospital. The personal data will be erased once the patient has been discharged. Likewise, if the patient has had no historical support and does not need any intervention to be discharged, the data will be erased from the report.

How long we keep it

The ‘match’ will be held as long as you are a patient in any Community or general hospital, or until we know that the patients doesn’t need support to leave.

How to get more information?

For more information, see the Information Commissioner's Office

Purpose and lawful basis of processing

Gwynedd Council is providing assistance to Ukrainan refugees via two programmes:

  • By co-ordinating the Homes for Ukraine scheme whereby people can sign up to become a sponsor and offer a space in their home to someone fleeing the conflict in Ukraine to live for at least six months.
  • We are also working with Clwyd Alun housing association to provide a Welcome Centre in Bangor which involves the provision of temporary accommodation.

We will therefore be processing the personal data of

  • Individual sponsors
  • Refugees

The personal data of the sponsors is being processed in order to carry out safeguarding and DBS checks; to ensure the suitability of accommodation and process the £350 a month payment.

The personal data of the refugees is being processed in order to provide them with health and welfare support; to provide them with a cash payment; and to arrange education provision where necessary.

The personal data is being processed under Article 6(1)(e) of the UK GDPR processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller, as detailed below:

The Welsh Government has published a Nation of Sanctuary plan which in turn reflects the principles of the Well-being Future Generations (Wales) Act 2015 in particular ‘a more equal Wales’, ‘a Wales of cohesive communities’ and ‘a globally responsible Wales’.

Health and Social Services Well-being (Wales) Act 2014

For special category data the lawful basis is Article 9(2)(g) reasons of substantial public interest by virtue of the above legislation.

For the criminal convictions data, Article 10 UK GDPR by virtue of DPA 2018 Schedule 1 par 2, health and social care purposes.

Categories of data processed

  • Name
  • Address
  • Email address
  • Telephone number
  • Date of birth
  • DBS checks (for the sponsors)
  • Bank details (for the sponsors)
  • Social care record checks (for the sponsors)
  • Health and welfare information (refugees)
  • Details of accommodation

Automatic decision making and profiling

We will not be undertaking any automatic decision making or profiling

With whom do we share the information

For the Homes for Ukraine Scheme, the information will be shared with Betsi Cadwaladr University Health Board, North Wales Police, North Wales Fire and Rescue and the British Red Cross.

For the Welcome Centre, information will be shared with the Clwyd Alun Housing Association.

How long we keep it

The information will be kept in accordance with our retention schedule.

Your rights and details of how to complain

Please see the relevant section on our web page: Complaints

Please see below the link to the Welsh Government and Home Office Privacy Notices:

Homes for Ukraine Scheme: privacy notice | GOV.WALES

Ukraine support offers: privacy notice | GOV.WALES

Homes for Ukraine visa sponsorship scheme: privacy notice - GOV.UK (www.gov.uk)

The following privacy notice applies to the Homeshare scheme within the Adults, Health and Well-being Department provided by Cynor Gwynedd.

Purpose of the service
Homeshare enables two individuals to live together for the benefit of both involved in the project. In most cases, this means an older person who has a spare room in their home being matched in a safe manner with someone younger who can offer support around the home.

 

What types of information are collected and why
Name, Address, Email address, Telephone number, Date of birth, Ethnic group, Sexual orientation, Benefit details, Lifestyle and social circumstances, Health or illness issues, DBS checks.  

The information is needed in order to be able to match suitable individuals together.

 

With who we will share the information with
Users of the scheme for the ability to match suitable individuals.

The Police if a crime is suspected or a crime has been committed.

 

Justification for using the information
We will rely on Article 6(1)(f) of the UK GDPR which is legitimate interests for processing your personal data. For special category data (namely information about health, ethnic group, sexual orientation), we will rely on Article 9(2)(h) which is health and social care. In terms of criminal data, namely DBS checks, the relevant clause is Article 10 and then Schedule 1, Part 1, paragraph 2 of the Data Protection Act 2018.


How long we will keep the personal information
6 months if an individual decides they do not want to continue with the scheme.

6 months if the scheme co-ordinator decides that the individual is not suitable to proceed with the matching process.

6 years after the pair finished living together.