Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of the Families Plus and Children with Additional Needs Service (CANS).
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 Families Plus and Children with Additional Needs Service (CANS).
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 Families Plus and CANS.
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 Resilient Families Service:
By email : ResilientFamiliesService@rctcbc.gov.uk
By telephone : 01443 425006
In writing : Resilient Families Service, Ty Trevithick, Abercynon, Mountain Ash CF45 4UQ
Who we are what we do
As part of the Resilient Families Service, CANS Team deliver a short term package of support to families with complex needs as a result of the neuro-developmental, cognitive or physical impairment needs of their children. It is also the role of the team to support families to manage these needs and address the impact on the family as whole.
The CANS Team supports families of disabled children and in addition to their early intervention role, they accept direct referrals from Disabled Children’s Team to work specifically on how the disability impacts on the siblings and family functioning.
Barnardo’s are commissioned to deliver the ‘Families Team’ support strand of the Resilient Families Service, supporting families of children aged 0-25 within RCT
Whose personal data we process
We may process personal data relating to the following individuals to deliver Families Plus and CANS:
- Resilient Families Service Users – Children and Parents/ Guardians
The categories of personal data we process
We may process the following categories of personal data for Families Plus and CANS;
- Personal details – Name, Date of Birth,
- Contact information – Address, Postcode, Email address, Telephone number
- Financial Information
- Health data
- Race
- Ethnic Origin
Why we process the personal data
We process the personal data to provide Families Plus and CANS. This may include but is not limited to the following activities;
- Undertake assessments of family needs in order to provide support
Our lawful basis for processing the personal data
Under the General Data Protection Regulation (GDPR), our lawful basis for processing the personal data to provide Families Plus and CANS is;
- Legal Obligation (c) – processing is necessary for compliance with a legal obligation to which the controller is subject.
The primary legislation, regulations and guidance that supports this includes, but is not limited to;
Who or where we get the personal data from
We may receive the personal data from the following categories of individuals or organisations;
- Directly from family as part of assessments/ referrals
- Professional individuals such as;
- Information, Advice & Assistance Team
- Enquiry & Assessment Team
- Intensive Intervention
- Disabled Children’s Team
- Police
- Youth Justice Service
- Educational Psychologists
- Schools
- Health Professionals such as Health Visitors/ Paediatricians
Who we share personal data with
We may share the personal data with the following key organisations for Families Plus and CANS;
When sharing the personal data, we only share the minimum amount necessary in relation to the purpose.
|
Who
|
Purpose
|
|
Other Council Departments:
Youth Justice Service (YJS)
Youth Engagement and Participation Service (YEPS)
Health Visitor
Disabled Children’s Team
Housing
Education
|
To Identify and provide the relevant support required for the family.
To ensure all of the Family needs are supported.
|
|
Parent(s)/ Guardian(s) of child
|
To ensure ‘Family led’ plan is put into place.
|
|
Support Agencies:
Counselling Agencies
Women’s Agencies
Voluntary Groups
|
To provide an effective support service for all members of the family.
To ensure all needs of the family are met.
|
|
School
|
Identify the relevant support required for the young person(s).
To ensure the safeguarding and wellbeing of the young person(s).
Provide information to relevant panels to ensure the most appropriate provision is provided to support the young person(s).
|
|
Police
|
Identify the relevant support required for the young person(s).
Inform allocation of case worker and appropriate delivery interventions.
|
|
Welsh Government
|
Either on a case by case basis or annually to help them with planning and research to improve services in Wales.
To comply with Funding requirements for statistical purposes.
|
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 category of data processors we use to deliver Families Plus and CANS is;
- IT system suppliers
How long we retain the personal data
We retain the personal data contained within Families Plus and CANS records for:
|
Length of time
|
Reason
|
|
10 years from closure of record
|
Operational Service needs
|
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 (e.g. documents that contain assessments, decisions, outcomes etc.). 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 Resilient Families Service directly via one of the following communication methods. Most concerns can be resolved relatively quickly through a simple phone call or email;
Email : By email : ResilientFamiliesService@rctcbc.gov.uk
By telephone : 01443 425006
In writing : Resilient Families Service, Ty Trevithick, Abercynon, Mountain Ash CF45 4UQ
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