Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Communities Working Together for Children’s Health (CWTCH)
Introduction
This privacy notice is intended to provide information about how Rhondda Cynon Taf County Borough Council (referred to as ‘RCTCBC’, ‘Council’, ‘Local Authority’, ‘we’) will use (or ‘process’) personal data about individuals for the purpose of CWTCH.
This notice should be read in conjunction with;
The Data Controller
For the purposes of CWTCH the Council is a joint controller along with Cwm Taf Morgannwg University Health Board.
The Council is registered with the Information Commissioner’s Office (ICO) as a controller under reference Z4870100.
CTMUHB is registered with the ICO as a controller under reference Z1882043
Queries relating to this privacy notice
If you have any questions or queries relating to this privacy notice please contact the Community wellbeing and resilience service.
By email : CWRSMIS@rctcbc.gov.uk
By telephone : 01443 281435
In writing : Management Information Team, CWRS Service Planning and Transformation, RCTCBC, Ty Catrin, Maritime Industrial Estate, Pontypridd, CF37 1NY
Who we are what we do
The CWTCH Programme is an integrated Early Years programme delivered in Rhondda Cynon Taf and funded by Flying Start. Flying Start is a Welsh Government funded programme between the Council and the Health Board. CWTCH aims to provide co-ordinated support to families with children aged 0-5 years.
Families have the option to sign up to this service which allows RCTCBC and Cwm Taf Morgannwg University Health Board to offer a coordinated package of support to families. This includes part-time childcare, enhanced health visiting service, parenting programmes and speech, language and communication support.
Whose personal data we process
We may process personal data relating to the following individuals to deliver CWTCH;
- Cwtch Service users – Children and parents/guardians
The categories of personal data we process
We may process the following categories of personal data to deliver CWTCH;
- Personal details – Name, date of birth, NHS number
- Contact information – Address, postcode, telephone number, email address
- Health Data
- Race
- Ethnic Origin
Why we process the personal data
We process the personal data to provide CWTCH. This may include but is not limited to the following activities;
- Undertake an assesment of your needs in order to provide support
- To meet Welsh Government reporting requirements
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to deliver CWTCH is;
- Public Task - Article 6 (e) – 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.
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- Health visitor who will complete CWTCH form with you.
Who we share personal data with
We may share the personal data with the following key organisations to Deliver CWTCH;
When sharing the personal data, we only share the minimum amount necessary in relation to the purpose.
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Who
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Purpose
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CTM University Health Board
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To provide a full service, to allow full access to support services and to provide updates regarding any support offered as part of CWTCH
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Other departments in the Council (e.g. Resilient Families Service)
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Only if required and to provide a full service and to allow full access to support services.
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Data Processors
A data processor is a company or organisation that processes personal data on our behalf. Our data processors act only upon our instruction. They cannot do anything with the personal data unless we instruct them to do so. They will not share the personal data with any organisation apart from us or use it for their own purposes. They will hold it securely and retain it for the period we instruct.
The categories of data processors we use for the purpose of CWTCH is;
- IT system suppliers
How long we retain the personal data
We retain the personal data contained within CWTCH records for:
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Length of time
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Reason
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10 years from the date support ended, the data will be anonymised 7 years following handover of the child’s file to the School Nursing Service .
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Requirement of the Terms and Conditions of the Welsh Government’s Grant and CCG reporting requirements.
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In keeping with the General Data Protection Regulation storage limitation principle, records are periodically reviewed. Not all personal data is retained. Only personal data that is relevant to the record is retained for the entire retention period (e.g. documents that contain assessments, decisions, outcomes etc.). Information that has no long term or evidential value is routinely destroyed in the normal course of business.
Your data protection rights
The General Data Protection Regulation (GDPR) gives individuals important rights, including the right of access to the personal data that the Council holds about you.
Click here for further information on your information rights and how to exercise them.
Your right to make a data protection complaint to the Council
You have the right to complain to the Council if you believe we have not handled your personal data responsibly and in line with good practice.
You can do this by contacting the Community Wellbeing and Resiliance Service directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
By email : CWRSMIT@rctcbc.gov.uk
By telephone : 01443 281435
In writing : Management Information Team, CWRS Service Planning and Transformation, RCTCBC, Ty Catrin, Maritime Industrial Estate, Pontypridd, CF37 1NY
Alternatively, you can raise a formal complaint via the Council’s Customer Feedback Scheme using the following link (Make a comment, compliment or complaint online) or you can contact the Council’s Data Protection Officer at Information.management@rctcbc.gov.uk.
Your right to make a data protection complaint to the ICO
You also have the right to complain to the ICO if you are unhappy with how we have used your data. However, we encourage you to contact us first and provide us with an opportunity to look into your concern and put things right.
The ICO can be contacted:
- Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- Helpline number: 0303 123 1113
- Website: https://www.ico.org.uk