RCT Single Point of Access (Adult Services) purposes Privacy Notice

Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of RCT Single Point of Access (Adult Services) 

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 RCT Single Pont of Access (SPA).

This notice should be read in conjunction with;

• The Council’s corporate privacy notice 

The Data Controller

The Council is the data controller for the personal data processed for the purposes of RCT Single Point of Access.

The Council is registered with the Information Commissioner’s Office (ICO) as a controller under reference Z4870100. 

Queries relating to this privacy notice

If you have any questions or queries relating to this privacy notice please contact RCT Single Point of Access Service:

By email : singlepointofaccess@rctcbc.gov.uk 

By telephone : 01443 425527 

In writing : RCT Single Point of Access, Adult Services, Ty Elai, Dinas Isaf East, Williamstown CF40 1NY

Who we are what we do 

The Single Point of Access (SPA) is an integral part of the Adult Services Information, Advice and Assistance (IAA) Service, supporting both the public and professionals.

Most often, people approach us for extra support because they find it challenging to manage their care due to disability, illness, frailty, or the effects of getting older.

 Referrals:-

• HOSPITAL -screens all D2RA pathway 1, hospital referrals and signposts onto the most appropriate care and support service/s. 

• COMMUNITY - For individuals in the community, a proportionate assessment is carried out, encouraging independence and positive outcomes when guiding people to suitable services or arranging support. To ensure we understand what individuals wish to achieve, we have a “What Matters” conversations with the person needing support, their family, carers, and other assessors. This helps us direct or arrange the most appropriate services, always prioritising independence. People may reach out to us directly, or someone close to them—like a family member, carer, or friend—may contact us on their behalf. Professionals such as district nurses or GPs may also get in touch if they feel someone needs extra help with daily living.

Our proportionate assessments follow the Social Services and Well-being Act 2014, and consider a person’s:

• Circumstances
• Personal outcomes they wish to achieve
• Barriers preventing those outcomes
• Risks to themselves or to others if outcomes are not met
• Strengths and capabilities, including available resources 

Whose personal data we process

We may process personal data relating to the following individuals to provide RCT Single Point of Access;

• Service users of RCT Single Point of Access
• Family members of service users 

The categories of personal data we process

We may process the following categories of personal data to provide RCT Single Point of Access;

• Personal details – Name, date of birth
• Contact details – Address, telephone number, email address
• Health and Social Care information 

Why we process the personal data

We process the personal data to provide RCT Single Point of Access. This may include but is not limited to the following activities.

• To ensure people are discharged from Hospital safely and in a timely manner
• To provide a proportionate assessment to individuals in the community
• To request a more specialist assessment
  • To commission appropriate services 

Our lawful basis for processing the personal data

Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to provide Special Category Data is;

• Legal Obligation (c) – processing is necessary for compliance with a legal obligation to which the controller is subject. 
• 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.

• Substantial public interest - Article 9 (2) (g) - processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

The primary legislation, regulations and guidance that supports this includes, but is not limited to;

• The Social Services and Well-being (Wales) Act 2014
• The Mental Capacity Act 2005.
• The Care Standards Act 2000
• The Regulation and Inspection of Social Care (Wales) Act 2016.

 Who or where we get the personal data from

We may receive the personal data from the following categories of individuals or organisations.

• You or your family, carer or friends initial call and any subsequent contact
• Cwm Taf Morgannwg University Health Board to include primary care services
• Domiciliary Care or other provider services
• Other Council services such as the First Response Team or Housing etc.

We will also collect information from Hospital referrals, and can include therapy reports, our discussion with you and others who support you, proportionate assessment and the outcomes that we have helped you to achieve and a record of the things you may have asked us about, such as:     

• requests for information and advice.
• requests additional for care and support.
• compliments and complaints.

 Who we share personal data with

We may share the personal data with the following key organisations to provide RCT Single Point of Access;

When sharing the personal data, we only share the minimum amount necessary in relation to the purpose. 

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 providing RCT Single Point of Access is;

-       IT system suppliers etc. 

How long we retain the personal data 

We retain the personal data contained within RCT Single Point of Access records for: 

 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 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 Single Point of Access team directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;

By email : singlepointofaccess@rctcbc.gov.uk 

By telephone : 01443 425527 

In writing : RCT Single Point of Access, Adult Services, Ty Elai, Dinas Isaf East, Williamstown CF40 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