Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Cwm Taf Morgannwg Specialist Mental Health and Substance Misuse Housing Outreach Service
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 Specialist Mental Health and Substance Misuse Housing Outreach Service purposes within the Cwm Taf Morgannwg (CTM) area.
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 Specialist Mental Health and Substance Misuse Housing Outreach Service purposes within the Cwm Taf Morgannwg (CTM) area.
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 the Housing Outreach Service:
By email : specialistoutreach@rctcbc.gov.uk
By telephone : 0738570165 / 07385406263
In writing : Specialist Mental Health and Substance Misuse Housing Outreach Team, First Floor, Sardis House, Pontypridd, CF37 1DU.
Who we are what we do
The CTM Specialist Mental Health and Substance Misuse Housing Outreach Service is a multi- agency team funded by Welsh Government.
The service consists of the following organisations:
- Health Services (NHS)
- Bridgend County Borough Council
- Merthyr Tydfil County Borough Council
- Rhondda Cynon Taf County Borough Council
- Barod
- Mind
Referrals will be made into the team mainly from our third sector providers who oversee our hostels, temporary accommodation placements and Housing First Projects where individuals have been identified and agreed to receiving treatment and/ or support.
Whose personal data we process
We process personal data relating to the following individuals who are being dealt with and supported under the Housing Wales Act 2014, including temporary accommodation and Housing First projects.
- Details of people living in your household
The categories of personal data we process
We process the following categories of personal data;
- Name, date of birth
- Contact information – address (current and former), email, telephone
- Health information including details of any prescribed medication, your GP details
- Houisng related support needs
- Details of your risk assessment
- Information about criminal convictions/offences
- Financial income details
Why we process the personal data
We process the personal data to understand the support you need. This may include but is not limited to the following activities;
- help us understand the service/health support we need to provide you;
- prioritise referrals to ensure we are meeting personal needs and preventing homelessness;
- help us to assess your needs and to target the right support at the right time; and
- make a referral to other council services and other partner organisations to provide support.
We also use the information to:
- carry out the day to day management of our service;
- gain a better understanding of our service provision, the services we need to provide and how best to meet your needs; and ensure continuous service improvement.
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to 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.
- Schedule 1, Part 2 Data Protection Act
Statutory and government purposes
Safeguarding of children and individuals at risk
- Extension of condition in Part 2 referring to substantial public interest - Article 10
Schedule 1, Part 3 Data Protection Act- processing in met in Part 2 of this Schedule but for an express requirement for the processing to be necessary for reasons of substantial public interest
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
- Section 6 of Crime and Disorder Act 1998
- Part 9 of Social Services and Wellbeing (Wales) Act 2014
- Section 22 of the National Health Service Act 1977
- Section 2 of the Local Government Act 2000
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- directly from you;
- referrals from another council services or organisations/third parties, for example Social Worker, Housing Team/Provider, member of the Housing Outreach Service.
Who we share personal data with
We may share the personal data with the following key organisations to provide you with support.
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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Internal Council departments such as;
Social Services
Housing
Childrens Services
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Referral for any additional support you might be entitled to or if we had any concerns about your safety and wellbeing
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Other Local Authorities
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To assist the other local authority in their assessment of risks to you the service user or others, if you are seeking support from that local authority
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Housing Providers
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To assist the housing provider in supporting you with your health and accommodation needs
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Cwm Taf Morgannwg University Health Board
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To assist in supporting you with your health (physical, mental and substance misuse) and accommodation needs
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Voluntary sector providers such as Barod, Mind, Adferiad
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To assist in supporting you with your health (physical, mental and substance misuse) and accommodation needs
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Other Government Agencies such as Police, Probation
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To support risk management for the service user and to anyone working with them
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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 category of data processors we use for the purpose are;
How long we retain the personal data
We retain the personal data contained within Housing Outreach Service records for:
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Length of time
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Reason
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Current year plus 6 years (7yrs)
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In line with RCT retention policy
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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. 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 Housing Outreach Service directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
- Telephone : 0738570165 / 07385406263
- In writing : Specialist Mental Health and Substance Misuse Housing Outreach Team, First Floor, Sardis House, Pontypridd, CF37 1DU.
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