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Cwm Taf Morgannwg Safeguarding Privacy Notice

How we use your personal information for Cwm Taf Morgannwg Safeguarding Board (CTMSB) purposes

The Cwm Taf Morgannwg Safeguarding Board consists of the key agencies in the area who provide 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 Cwm Taf Morgannwg Safeguarding Board (CTMSB) purposes. This information should be read in conjunction with the Council’s corporate privacy notice 

1. Who we are, what we do.

The Cwm Taf Morgannwg Safeguarding Board (CTMSB) is a statutory partnership consisting of representatives from:

  • Rhondda Cynon Taf County Borough Council
  • Merthyr Tydfil County Borough Council
  • Bridgend County Borough Council
  • South Wales Police
  • Cwm Taf Morgannwg University Health Board
  • Welsh Ambulance Service NHS Trust
  • Inter Link RCT
  • Voluntary Action Merthyr Tydfil
  • Bridgend Association of Voluntary Organisations (BAVO)
  • Gwent Association of Voluntary Organisations (GAVO) Bridgend
  • National Probation Service Wales
  • HMP Parc Prison

The aim of the Board is to ensure that people of all ages, living in the region, are protected from abuse, neglect or other kinds of harm. This also involves preventing abuse, neglect or other kinds of harm from happening.

What are the Core Functions of the Cwm Taf Morgannwg Safeguarding Board?

Every Regional Safeguarding Board has a statutory responsibility to carry out core functions in relation to multi-agency safeguarding. These form part of the day to day activities of the Board and include the following:

  • Contributing to the development, implementation and monitoring of protocols and procedures that support the protection of adults and children and to prevent abuse
  • Raising awareness of the Board’s objectives to protect and prevent adults and children from becoming at risk of abuse, neglect and other forms of harm, and to provide information about how this might be achieved
  • Reviewing the efficacy of measures taken by agencies to implement the objectives of the Board and to make and monitor recommendations
  • Undertaking child practice reviews, adult practice reviews, audits, investigations and other reviews as are required in pursuance of its objectives and to disseminate learning and information arising from these reviews
  • Reviewing the performance of the Board and its partners and bodies represented on the Board in carrying out its objectives
  • Facilitating research into protection from, and prevention of, abuse and neglect of children and adults at risk of harm
  • Review the training needs of practitioners working in the area of the Board in order to identify training to assist in the protection and prevention of abuse and neglect of children and adults at risk of harm

2. What and whose personal information we hold?

When the Board undertakes a review of measures taken by the relevant Partner(s) as detailed above, the Board has access to the required personal data that was recorded and processed during the course of the original investigation. This includes, but is not limited to:

  • Name of  child / adult at risk;
  • Details about parents / next of kin / family members / carers;
  • Any suspected perpetrator(s);
  • Other people who live at the property who may be at risk;
  • Witnesses;
  • Details of the person who raised the concern, (professional or member of the public);
  • Details of the professionals and partners involved in the original investigation;
  • Details of a person making a complaint, e.g. name and contact details;
  • Details of previous involvement from other services, e.g. Children’s / Adults Service.

3. Where does the service get my information from?

  • Partners as detailed in Section 1;
  • Other trusted agencies / third sector / voluntary organisation;
  • Directly from you if making a complaint.

4. What we will do with your personal information?

The Board will use the information to:

Undertake audits and reviews

Achieving improvement in safeguarding policy, systems and practice is a core function of the Board. There is a focus on learning from the experiences of professionals. The Board must establish child and adult practice reviews on cases where the criteria is met. Audits, case reviews, thematic reviews and investigations will also be carried out to identify learning and to make recommendations to improve practice throughout the organisations and agencies represented on the Board. 

Complaints regarding Multi-agency Safeguarding processes and practice

The Board has a Complaints Policy in place to enable individuals or family members to make a complaint about any aspect of the multi-agency child or adult protection process. Information is shared with independent Panel members who will meet to consider the complaint.

Immediate Response to Critical Incidents process

The aim of the Immediate Response to Critical Incidents protocol is to set out the arrangements in the Cwm Taf Morgannwg region to provide a rapid, multi-agency response to managing the consequences of critical incidents. 

If the critical incident involves the unexpected death of a child or young person under the age of 18 years of age, then the Procedural Response to Unexpected Deaths in Childhood (PRUDIC) process will be initiated and will take primacy. If there is an identified need for a wider multi-agency response to manage threat, risk, harm in relation to a group of individuals (in addition to the direct peer group) and/or the wider community, then an Immediate Response Group can also be convened. Each case will be considered on an individual basis to identify how the IRG process will be managed alongside the PRUDIC process in these circumstances.

Self Neglect Partnership Panels

This offers a framework and escalation process for agencies, services and professionals to work together in a co-ordinated and consistent way in order to reduce risk and intervene successfully with people. The aim of the protocol is to offer the best chance of long-term positive outcomes for the person concerned.

The Self Neglect Partnership Panels receive cases where risks remain high or critical. The purpose of the Panel is to provide a mechanism through which agencies can decide and agree on how best to harness resources in order to discharge their statutory duties and protect individuals and the public in a co-ordinated manner.

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 as Cwm Taf Morgannwg Safeguarding Board in order 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 Well-being (Wales) Act 2014
  • The Safeguarding Boards (Functions and Procedures) (Wales) Regulations 2015

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 Well-being (Wales) Act 2014
  • The Safeguarding Boards (Functions and Procedures) (Wales) Regulations 2015.

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

Personal information is only shared with partner agencies where necessary for the purpose of safeguarding an adult or child at risk.

Examples of the organisations where information may be shared with include, but are not limited to:

Statutory Partners, e.g. 

  • Local Authorities
  • Health Board
  • Police
  • Probation / Community Rehabilitation Company
  • Education Department
  • Schools
  • Non-Statutory Partners, e.g.
    •  GP’s
    • Advocacy Services
    • Counselling Services
    • Voluntary Sector

7.How long will my information be kept?

All documents will be stored and retain in accordance with legislative guidance. Safeguarding concerns involving children will be retained for 75 years from the child’s date of birth. Safeguarding concerns involving adults at risk will be retained for a minimum of 7 years from the date 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.

View further details 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 uses your personal information please contact us in one of the following ways: 

By email: ctmsafeguarding@rctcbc.gov.uk

Telephone: 01443 490122

In writing:

Cwm Taf Morgannwg Safeguarding Board Business Manager

Ty Catrin

Maritime Industrial Estate

Pontypridd

CF37 1NY