Privacy Statement

Pembrokeshire County Council logo

Managed Care & Review, Occupational therapy and Sensory Teams and First Contact and Joint Discharge Team Privacy Notice

This privacy notice covers how Pembrokeshire County Council (as a Data Controller) will collect, use and share your personal data for the purposes of the Managed Care, Review, First Contact Social Work teams as well as Occupational therapy and Sensory teams. These teams work within adult social care, and provide assessment, care support and Information, Advice and assistance  for Adults over the age of 18 (and their carers), who predominately have a physical and/or sensory disability, older people (Over 65), and older people with mental health issues or are vulnerable and at risk.

Why we need your information (purpose of processing)

We collect and use your personal information so that we can complete assessments and determine eligibility for statutory services and support, to aid prioritisation and determine level of risk and so that the right information, advice and assistance can be offered to support those in need, so that you can manage your care and support in the best way.

The information that you provide will be processed according to the UK General Data Protection Regulation, the Data Protection Act 2018 and Social Services Wellbeing Act 2014, Mental Health Act 1989, Mental Capacity Act 2005.

We will also make any disclosures required by law and we may also share this information with other bodies responsible for detecting/preventing fraud/crime or auditing/administering public funds to ensure money is targeted and spent in the most appropriate and cost effective way. In order to achieve this, information will be shared with our Audit Service within Pembrokeshire County Council and with The Auditor General for Wales (Audit Wales Privacy Notice).

We will not make any disclosures to third parties for marketing purposes. Your data will be secure and confidential at all times and we will only collect the personal information that is required to provide you with our service.

What personal data is being collected?

The categories of personal data being collected are:

Name, address, contact details, date of birth, NHS number, NI number, next of kin details, GP, Other professionals involved, Preferred Language, ethnicity, religion, sexual orientation, housing status, medical, health and social circumstances, employment status, core data set in line with Social Services and Wellbeing Act.

What is our lawful basis for processing your personal data?

The UK General Data Protection Regulations (GDPR) requires specific conditions to be met to ensure that the processing of your personal data is lawful.  These relevant conditions are below:

Article 6 (1)(d) Vital interests: the processing is necessary to protect someone’s life. This is in relation to assessments for eligibility and care support planning.

Article 6 (1)(e) Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.

Some types of personal data are more sensitive than others, and need more protection. This is classed as ‘special category data’ and could include information about your racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership and the processing of genetic or biometric data, health and sex life and sexual orientation.We process this type of special category data as it is necessary for reasons of:

Article 9 (2)(h) Preventative 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.

The relevant Data Protection Act 2018 condition is – Schedule 1 Part 1: Health or Social care purposes

Who will we share your information with?

We may need to share your personal data with internal departments, other organisations and third parties, this will include:

Strategic Commissioning and Brokerage, Safeguarding, Grants, Housing, Day Centres, Education

Child care, Mental Health, Drug and Alcohol Team, CTLD and Transitions, PAVS, 3rd Sector organisations, Health and Health Boards, Environmental Health, GP’s, Carefirst/Eclipse Team. Care Homes for Respite, Wheelchair Services, Police, Ambulance Service, other LA's, Careers Wales, Utility Companies, BT, TV Licensing, Armed Services Support Orgs, other Housing Associations.

Pembrokeshire County Council has a duty to protect the public funds it manages. Therefore, the information that you have provided to us may be used for the prevention and detection of fraud and for auditing purposes both internally and externally.

The personal information we have collected from you will be shared with fraud prevention agencies who will use it to prevent fraud and money-laundering and to verify your identity. If fraud is detected, you could be refused certain services, finance, or employment. Further details of how your information will be used by us and these fraud prevention agencies, and your data protection rights, can be found by visiting

How long do we keep hold of your information?

Pembrokeshire County Council will only keep your information for as long as is necessary, we will retain the information provided to us for 10 years after last contact or 20 years after last contact for people with Mental Illness (or 8 years after date of death, whichever is the sooner) Carer complaint records-retain for 3 years from creation. Your information will be securely disposed of once it is no longer required.

Your Rights

Under the UK General Data Protection Regulation and Data Protection Act 2018, you have rights as an individual including:

  • The right to Rectification – you have the right to ask to have your information corrected.
  • The right to Restrict processing may apply – you may request that we stop processing your personal data however, this may delay or prevent us delivering a service to you.  We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
  • The right to Object – this is not an absolute right and will depend on the reason for processing your personal information.
  • The right to Erasure - you may request that we erase your personal data however, this may delay or prevent us delivering a service, or continuing to deliver a service. We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
  • The right to not be subject to Automated decision making and profiling.
  • The right of Access – you have the right to ask us for copies of your personal data. To make a request, please contact:

Access to Records

Pembrokeshire County Council

County Hall


SA61 1TP

Email: Telephone: 01437 775798

Complaints or Queries

Pembrokeshire County Council endeavours to meet the highest standards when collecting and using personal information.  For this reason, we take any complaints we receive about this seriously.  We encourage people to bring to our attention if they believe that our collection or use of information is unfair, misleading or inappropriate. 

This privacy notice does not provide exhaustive detail of all aspects of our collection and use of personal information.  However, we are happy to provide any additional information or explanation needed.  Any requests for this should be sent to the address below:

Data Protection Officer

Pembrokeshire County Council

County Hall


SA61 1TP


Telephone: 01437 764551

If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office as the statutory body which oversees data protection law:

Information Commissioner’s Office

Wycliffe House

Water Lane




Telephone No: 0303 123 1113

Our Contact Details as Data Controller are:

Pembrokeshire County Council, County Hall, Haverfordwest, Pembrokeshire, SA61 1TP.

Telephone number: 01437 764551 or

Our Data Protection Officer’s information is detailed above in the Complaints and Queries section.

Changes to this privacy notice

We keep our privacy notice under regular review.

ID: 8656, revised 05/07/2022