Privacy Statement

Pembrokeshire County Council logo

Social Services Childcare 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 as set out and explained in detail here

Why we need your information (purpose of processing)

We collect and use your personal information for a number of reasons that may include one or more of the following purposes;

•        safeguard and support children, and to monitor their progress

•        enable integrated working with other teams and organisations to make sure that you receive the right support at the right time

•        plan and provide the most appropriate level of support to children and their families

•        support individuals to access advice, services and groups, including supporting parents with parenting and with their drug and alcohol use

•        prepare information for the courts as required

•        carry out our statutory duties to refer young people and families as required to local housing authorities to reduce homelessness

The information that you provide will be processed according to the UK General Data Protection

Regulation, the Data Protection Act 2018 andThe following pieces of legislation;

•        The Children and Families Act2014

•        Socialservices and Well-Being Act 2014

•        Children Act 1989

•        Children’s Act 2004

•        Counter Terrorism Strategy (Contest) 2016 - for Strategic Safeguarding and Historic Cases

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:

  • personal information (such as name, date of birth, address, education, health)
  • characteristics (such as gender, ethnicity, religion, sexual orientation and disability)
  • episodes of being a child in need (such as referral information, assessment information, Section 47 information, Initial Child Protection information and Child Protection Plan information)
  • episodes of being looked after (such as important dates, information on placements)
  • outcomes for looked after children (such as whether health and dental assessments are up to date, strengths and difficulties questionnaire scores and offending, criminal convictions)
  • adoptions (such as dates of key court orders and decisions)
  • care leavers (such as their activity and what type of accommodation they have)
  • children with special needs (such as details of special need and support given)
  • reasons for referral to Family Intervention Team, the risks, type of intervention undertaken.
  • For Pembrokeshire Family Contact Centre who is and isn’t allowed to attend.
  • For CAFCASS contact service name of CAFCASS Officer, number of contacts, length of contact, summary of case with the Court Order potentially provided.

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)(b) Contract: the processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract.

-This is in relation to CAFCASS contact service.

•        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)(g) Substantial public interest. 

- This is in relation too Strategic Safeguarding and Historic Cases.

•        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)  

You can read theguide to lawful basis for processing special category data on the InformationCommissioner's Office website.

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: 

•        the wider council to improve outcomes for children and young people such as:

•        Legal

•        in-house providers of social care services such as in-house foster carers, short breaks and KEPS

•        commissioned providers of local authority services (where services are commissioned, the provider will be a processor of information and also be a controller in their own right, where they collect information for their own purpose) such as:

•        independent foster care agencies

•        children’s homes

•        semi-independent accommodation providers

•        supported lodging providers

•        residential special schools

•        secure accommodation

•        education

•        government departments including:

•        the Department for Education

•        Department for Work and Pensions

•        the Home Office

•        Her Majesty’s court and tribunal service

•        Ofsted - in the event of a local authority inspection of children’s services

•        the police

•        health professionals including midwifery services, health visitors and school nurses

•        probation service

•        CAFCASS

•        Legal

•        Family Intervention

•        other LA's for cross border purposes

•        family members with consent

•        for Strategic Safeguarding and Historic cases: Local Operational Group (LOG), Mid and West Wales Safeguarding Board, Community Safety Partnership, Chanel Pannel (Contest), probation, DWP, any organisation that may hold information on the person.  

We will share personal information with law enforcement or other authorities if required by applicable law.

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 75 years from the 18th birthday of any child involved and your information will be securely disposed of once it is no longer required.

Retention periods depend on the level of involvement children’s social care has with the child, carer or family member. Retention periods are laid out in the council’sretention and disposal schedule.

Your Rights 

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

Your data protection rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information;

  • 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: Telephone: 01437 764551

Find out more aboutyour right of access from the ICO.

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: 8733, revised 13/05/2022