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Care and Support Privacy Notice

How we use your personal information for Care and Support purposes

The Council provides services for local communities and the people who live in them.  Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with. 

We have summarised in this privacy notice some of the key ways in which we use your personal information for Care and Support purposes. This information should be read in conjunction with the Council’s corporate privacy notice.

1. Who we are, what we do.

The service works with adults who are vulnerable and have complex needs to undertake

  • Social care assessment
  • Mental capacity assessment
  • Care and support planning and review,
  • Care and treatment planning (for older people with mental health needs) and review
  • Commissioning of care and support
  • Social work services including safeguarding

The service works to the following aims

  • Putting an individual and their needs at the center of their care, and giving them a voice in, and control over, reaching the outcomes that help them improve their well-being
  • Supporting people with interventions that minimise the escalation of critical need and enhance their independence
  • Working in partnership with individuals and building on the good things that are already working well in people’s lives

The service has a duty to comply with the Law and in particular works to the requirements of:

  • The Social Services and Wellbeing (Wales) Act
  • The Mental Capacity Act 2005
  • The Mental Health Act 1983
  • Mental health measure 2010

2. What and whose personal information we hold?

The information that we collect about you when undertaking an assessment of your needs could include, but is not limited to:


  • Name
  • Address
  • Date of Birth
  • Contact details, including telephone number, email address
  • Your GP details
  • Details about your care and support needs and how these are to be met

Your family / carers

  • Name
  • Address
  • Contact details, including telephone number, email address
  • Details of any difficulties that you may have had to meet your family member’s needs 

To ensure that we have an understanding of all your needs we may ask you, your family and other health and social care professionals for some very personal and sensitive information about you. This will include, but not limited to:

  • Information regarding any health conditions, including medication;
  • Continence needs.
  • Social interests, religious and cultural needs (if appropriate).
  • Home and how it meets your needs.
  • Family involvement and how they support you.

3. Where does the service get my information from?

There are a number of ways in which we may receive your personal information, which could include, but is not limited to:

  • Referrals from the Council’s Single Point of Access team;
  • Other health and social care professionals for example District nurses, hospital wards, psychiatric nurses, GP’s, Occupational Therapists etc.
  • Third party organisations for example home care providers, care home providers, other local authorities etc.
  • You and your family

4. What we will do with your personal information?

We will use the information provided to us to ensure your assessment is comprehensive and to ensure we address your circumstances in a holistic way

5. What is the legal basis for the use of this information?

Data Protection law says that we are allowed to use and share personal information only where we have a proper and lawful reason for doing so.

Our lawful basis for processing personal information in order to provide you with support at home services and to meet the requirements of the General Data Protection Regulation (GDPR) is as follows:

Personal Information:

Article 6 1.(c),(e) - to fulfil our legal and statutory obligations under the:

  • The Social Services and Wellbeing (Wales) Act
  • The Mental Capacity Act 2005
  • The Mental Health Act 1983
  • Mental health measure 2010

Special Category Information ((i.e. information about a person’s race, ethnic origin, politics, religion, trade union membership, genetics, biometrics, health, sex life or orientation):

Article 9 2.(g)  - to fulfil our legal and statutory obligations under the:

  • The Social Services and Wellbeing (Wales) Act
  • The Mental Capacity Act 2005
  • The Mental Health Act 1983
  • Mental health measure 2010

Article 9 2.(h) – To support the provision of preventative or occupational medicine, medical diagnosis, the provision of health or social care treatment or the management of health and social care systems and services

Please note that whilst we may provide you with information about the sharing of your personal information with others who are involved in your care, consent is not the lawful basis for processing your information under data protection law. 

6.Does the service share my personal information with any other organisation.

In order to provide you with the care and support that you require, we will need to share your information with other services / organisations / health professionals, dependant on your needs. Examples include, but are not limited to:


  • Supported living
  • Independent living service
  • Transport
  • Leisure
  • Residential care
  • Reablement and Intermediate care
  • Day care
  • Residential and non-residential financial charging service
  • Sensory services
  • Community Occupational therapist
  • Housing advice
  • Supporting people
  • Purchasing and commissioning service (home care broker)
  • Legal Department
  • Carers Support Project


  • GP’s
  • Psychiatrist
  • Community Psychiatric nurse
  • Memory clinic
  • Specialist dementia intervention team
  • Hospital staff
  • District nurses
  • Health Occupational Therapists
  • Health Physiotherapists
  • Home care providers
  • Care home providers
  • Probation
  • Police
  • Courts
  • Housing providers
  • 3rd sector providers (e.g. Carers Trust, Age Connect, Care and Repair, Alzheimer’s Society, Friendly Trust etc.)
  • Organisations who we commission to undertake work on our behalf.

We also have a duty to share any concerns we may have regarding a vulnerable person’s safety and / or welfare to the Adult Safeguarding team.

7. How long will my information be kept?

Records relating to Adults are kept for a minimum of 7 years after their involvement with any social care service has ended, for administrative purposes.  

Records about a person’s health needs are kept for a minimum of 10 years from the date their involvement with any social care service ended.

8. Your information, your rights

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.

Click here for further information on your information rights and how to exercise them. 

9.Contact us

If you have any concerns or would like to know more about how the service using your personal information please contact us in one of the following ways:

Customer Feedback 

Rhondda Cynon Taf  County Borough Council



CF39 9DL


Tel: 01443 425005 


Head of Adult Care And Support

Ty Elai,

Dinas Isaf Industrial Estate,

Williamstown, Tonypandy, Cf40 1Ny

Tel: 01443 425417