Privacy Statement

Privacy Notice - Social Care Business Unit

This privacy notice covers how Pembrokeshire County Council (as a Data Controller) will collect, use and share your personal data for the purposes of providing supporting social workers for both adult and children’s services, it is important to note the Social Care business Unit do not collect data but process it as requested.

Why we need your information (purpose of processing)

We process information collected by Social workers that follow the overarching Social Service privacy policy to support in purchasing items requested, raising contracts, processing payment requests, processing post both incoming and outgoing, emails received, contacting both clients and providers.

The information that you provide will be processed according to the:

• UK General Data Protection Regulation, the Data Protection Act 2018
• Social Service and Well-being ( Wales) Act 2014
• Children’s Act 2004
• Mental Health Act 2007 and Mental Capacity Act 2005
• Local Government Act 2000

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 by the Social Workers and processed by the Social Care Business Unit

• Name
• Address
• Email Address
• Telephone Number
• Date of birth
• Bank details
• NI number
• NHS number
• DBS number
• First Language
• Ethnicity
• Registered disabilities
• Health status
• Relationships
• Schools attended
• Communication needs
• Religion
• Personal and special category data 
• Care Assessments
• Court Papers
• Adoption papers
• Safeguarding notes
• Medical Records

What is our lawful basis for processing your personal data?

The UK General Data Protection Regulations (UK 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)(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:

• Dyfed Powys Police
• Mid and West Wales Fire and Rescue Services
• Ambulance Services
• Mid and West Wales Adoption Services
• CAFCASS
• Other Local Authorities
• Health Boards
• Organisations delivering Advocacy Services and other health and wellbeing services
• Third Sector organisations delivering relevant support services
• Care Providers, including independent Fostering Agencies and Workers
• Social Care Teams
• Regulatory Inspectors

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 

How long do we keep hold of your information?

Pembrokeshire County Council will only keep your information for as long as is necessary, depending on the data and circumstances as outlined in the attached document, and 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 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

Our Contact Details as Data Controller are:

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

Telephone number: 01437 764551 or enquiries@pembrokeshire.gov.uk

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.