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RCT Adaptation and Community Equipment (ACE) Service purposes Privacy Notice

Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of the Adaption and Community Equipment (ACE) 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 the Adaption and Community Equipment (ACE) Service.

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 your support needs.

This notice should be read in conjunction with;

The Data Controller

The Council is the data controller for the personal data processed for the purposes of the Adaption and Community Equipment (ACE) Service.

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 the Adaption and Community Equipment (ACE) Service.

By email : ACE@rctcbc.gov.uk

By telephone : 01443 425765

In writing : ACE, Rhondda Cynon Taf CBC, Ty Elai, Williamstown, CF40 1NY

Who we are what we do

The Adaption & Community Equipment (ACE) Service provide a range of aids, equipment or adaptions to help service users maintain independence by living at home for as long as possible.

Referrals are made into the service by other internal Council departments and trusted 3rd party agencies.

Whose personal data we process

We may process personal data relating to the following individuals to provide the ACE service as follows:

  • Service Users (Adults & Children)
  • Parents, Carers, Guardians

The categories of personal data we process

We may process the following categories of personal data to provide the ACE service as follows:

Service User

  • Contact details such as name, address, telephone number and email address
  • Personal identifiers such as your date of birth, WCCIS number
  • The name of your GP
  • Your race or ethnicity
  • Information about your health to assess your care and support needs.

Family Members / Friends (If involved in your day to day care)

  • Contact details such as name, address, telephone number and email address

Why we process the personal data

We process the personal data to provide the ACE service. This may include but is not limited to the following activities;

  • Process referrals received by the ACE Service
  • Complete specialist assessments, to identify needs and provide recommendations on what adaptions/equipment is required.
  • Arrange and work with 3rd parties to provide installation of required adaptions / equipment or any required support.
  • Review how the service has met service users’ outcomes/needs to ensure satisfaction with the services that we provide.
  • Undertake moving and handling assessments at the request of care providers or service users.
  • Commission 3rd parties to complete service improvement reviews on our behalf.

Our lawful basis for processing the personal data

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

  • Article 6(c) – processing is necessary for compliance with a legal obligation to which the controller is subject. 
  • 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.
  • Article 9 (2)(h) - Processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of domestic law or pursuant to contract with a health professional and subject to the conditions and safeguards referred to in paragraph 3
  • Schedule 1, Part 1, 2, DPA 2018 – health or social care purposes

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
  • The Housing and Regeneration Act 2008

Who or where we get the personal data from

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

  1. Service Users
  2. Family Members or Friends
  3. Parents, Carers, Guardians
  4. Care Homes
  5. Other Council Departments
  6. 3rd party Organisations
  7. Local Health Board

Who we share personal data with

We may share the personal data with the following key organisations to provide the ACE Service.

When sharing the personal data, we only share the minimum amount necessary in relation to the purpose. The information shared and who it is shared with will depend on the care and support needs.

Who

Purpose

Internal Council departments

 

  • MASH
  • Single Point of Access
  • First Response
  • Vision Products
  • Housing
  • Highways
  • Customer Feedback Scheme
  • Reablement
  • Intermediate Care
  • Children Services
  • Care & Support
  • Sensory Team
  • To arrange the necessary care and support.
  

Housing Providers

  • Housing Associations
  • Private Landlords

 
  • To arrange the necessary care and support
  • To provide information on any adaptions required for rental properties.

Care Providers

  • Domicillary Care
  • Care Homes

 
  • To arrange the necessary care and support i.e respite

Trusted 3rd Parties

  • Care & Repair
  • Dewis Centre for Independent Living  

 
  • To arrange the necessary care and support

Local Health Board
  • To arrange the necessary care and support

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 the ACE Service is

  • IT system suppliers etc.

How long we retain the personal data

We retain the personal data contained within ACE records for:

Length of time

Reason

 

Ace Referrals - Once the referral is completed, the record is then closed and saved onto the service users WCCIS record. 

 

WCCIS records will be held as required by business needs or any relevant legislation.

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

By email : ACE@rctcbc.gov.uk

By telephone : 01443 425765

In writing : ACE, Rhondda Cynon Taf CBC, Ty Elai, 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