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Adult Services Assessment

Privacy notice relating to the processing of personal data by Adult Services for the purposes of assessment and/or reablement services.

 

About this privacy notice

This privacy notice explains how Rhondda Cynon Taf County Borough Council (‘RCTCBC’, ‘Council’, ‘Local Authority’, ‘we’) we will use (or ‘process’) your personal information (or ‘data’) to carry out your assessment and to provide services to you.

When processing the personal data, we process only the minimum amount necessary in relation to the purpose.

Whilst we have tried to make this privacy notice as clear and concise as possible, the categories of personal data we process may vary depending on the nature and reason for your assessment and the support that we provide to you.

This privacy notice should be read in conjunction with the Council’s general data protection privacy notice which can be found on the Council’s website (www.rctcbc.gov.uk/dataprotection).

The Data Controller

The Council is the data controller for the personal data it processes, unless otherwise stated. This includes the personal data processed by our staff.

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

How to contact us for data protection matters or concerns relating to this privacy notice

If you would like to discuss anything in this privacy notice, please contact Adult Social Care Services at;

Alternatively, you may contact the Councils Data Protection Officer at;

The categories of personal data we process

We may process the following categories of personal data to undertake our statutory functions relating to your assessment.

Personal data relating to you:

  • Name
  • Address
  • Contact details including telephone number, email address
  • Date of birth
  • Your GP details
  • Any health/medical conditions that influence the support you require
  • Details about your care and support needs and how these are to be met

Personal data relating to family/friends

  • Their name and contact details
  • Their relationship to you

If you give us information about your family and friends so that we can contact them in an emergency, for example, please ensure that you have their permission to share their data with us and they understand that we will keep their details on our database.

Why we process the personal data

We process the personal data to undertake a statutory assessment of your needs and to provide you with reablement services. This may include but is not limited to the following activities:

  • Social Care Assessment
  • Mental Capacity Assessment
  • Care and Support Planning and review
  • Care and Treatment planning
  • Commissioning of Care and Support
  • Social Work services including safeguarding
  • Social Care Charging

Our lawful basis for processing the personal data

Under the General Data Protection regulation (GDPR) our lawful basis for processing your personal data, to undertake a statutory assessment of your needs and to provide you with reablement services is;

  • Legal Obligation – Article 6(c) – processing is necessary for compliance with a legal obligation to with the controller is subject.
  • Public Task – Article 6(e) – processing is necessary for the performance of a task carried out in the public interest of in the exercise of official authority vested in the controller.
  • Health & Social Care - Article 9(h)  - processing is necessary for the provision of social care

The primary legislation that supports this includes but is not limited to;

  • The Social Services and Wellbeing (Wales) Act 2014
  • The Mental Capacity Act 2005

Who or where we get the personal data from

We may receive the personal data from the following individuals or organisations;

  • You
  • Your carer
  • Family members or friends who are helping you.
  • Your Social Worker
  • Other Health Professionals, e.g. Doctors, Occupational Therapists
  • Third Party Organisations for example home care providers, care home providers, other local authorities etc

Who we may share your personal data with

We may share your personal data with the following individuals and organisations to undertake your assessment and provide reablement services to you:

Who

Purpose

Local Health Board, including GP’s, District nurses, Hospital Staff, Psychiatrist, Physiotherapists

In order to provide the care and support required

Home Care providers both internal and external

In order to provide the care and support required within your own home.

Care Home providers both internal and external

In order to provide the care and support required within the care home setting

Police

Duty to share any concerns regarding a vulnerable person’s safety and or welfare.

Courts

In order to provide the care and support required

Housing Providers

In order to provide the care and support required within your own home

3rd Sector providers

In order to provide the care and support required

Organisations who we commission to undertake work on our behalf

In order to provide the care and support required

Data Processors

A data processor is a company or organisation that processes personal data on behalf of a controller. The Council uses data processors that provide services to us. The categories of data processors that we use in order to assess your needs and provide you with reablement services is:

  • General IT system suppliers

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.

How long we retain the personal data

We retain personal data for

Record

Statutory Provision

Retention period

Assessment

 

 

7 years after any social care involvement has ended and 10 years for mental health records.

Care and Support Plan or Care and Treatment Plan

 

7 years after any social care involvement has ended and 10 years for mental health records

Review

 

7 years after any social care involvement has ended and 10 years for mental health records

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

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your personal data.

Your right of access

You have the right to ask us for copies of your personal data. This right always applies. There are some exemptions, which means you may not always receive all the data we process. You can read more about this right on the ICO’s website

Your right to get your data corrected

You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete data you think is incomplete. This right always applies. You can read more about this right on the ICO’s website.

Your right to get your data deleted

You have the right to ask us to erase your personal data in certain circumstances. You can read more about this right on the ICO’s website. 

Your right to limit how organisations use your data

You have the right to ask us to restrict the processing of your personal data in certain circumstances. You can read more about this right on the ICO’s website.

Your right to object to the use of your data

You have the right to object to us processing your personal data in certain circumstances. You can read more about this right on the ICO’s website. 

Your right to data portability

This only applies to personal data you have given us. You have the right to ask that we transfer the personal data you gave us from one organisation to another or give it to you. This right only applies if we are processing the personal data based on your consent or under, or in talks about entering a contract and the processing is automated. You can read more about this right on the ICO’s website.

You are not required to pay any charge for exercising your rights. We have one month to respond to your request from the date your request is validated. We may extend this period by a further two months if the request is complex or we receive a number of requests from you. 

Your right to make a data protection complaint

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.

Should you wish to make a formal complaint you can do so via our complaints policy.

Your right to make a data protection complaint to the ICO

You can also complain to the ICO if you are unhappy with how we have used your data, but we encourage you to contact us first.

The ICO’s contact information is:           

  • Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
  • Helpline number: 0303 123 1113
  • Website: https://www.ico.org.uk