Privacy Statement
Privacy Notice - School - Based Counselling Service
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 School-based Counselling, providing therapeutic services to children and young people in education from 9 to 19 years.
Why we need your information (purpose of processing)
We collect and use your personal information so that we can provide you with a therapeutic service. This will include gathering of assessment data and producing anonymised aggregated reports.
The information that you provide will be processed according to the UK General Data Protection Regulation, the Data Protection Act 2018 and the School Standard and Organisation (Wales) Act 2013.
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 (opens in a new tab)).
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:
- Pupil Name
- Gender
- Mobile contact number and school email address
- Ethnicity
- School & year group
- Sexual Orientation
- Preferred language
- Religion or philosophical beliefs
- Information about special educational needs, whether a child is looked after
- Reason/s counselling is required
What is our lawful basis for processing your personal data?
The UK General Data Protection Regulations (UKGDPR) 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)(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, religious or philosophical beliefs and sexual orientation.
We process this type of special category data as it is necessary for reasons of:
- Article 9 (2)(g) Substantial public interest in accordance with sections 92 and 93 of the School Standards and Organisation (Wales) Act 2013.
(The relevant Data Protection Act 2018 conditions are – Schedule 1 Part 2: Statutory and government purposes)
Who will we share your information with?
We will share your data with others if you or others are suffering, have suffered or are likely to be at risk of suffering harm including;
- Safeguarding purposes (Social Care)
We will share anonymised data only with the Welsh Government for statistical purposes.
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 CIFAS (opens in a new tab)
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 destroy School-based Counselling Client files 7 years after your counselling intervention. 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
Haverfordwest
SA61 1TP
Email: accesstorecords@pembrokeshire.gov.uk Telephone: 01437 764551
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
Haverfordwest
SA61 1TP
Email: dataprotection@pembrokeshire.gov.uk
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
Wilmslow
SK9 5AF
Email: wales@ico.org.uk
Telephone No: 0303 123 1113