Privacy notice relating to the processing of personal data by Rhondda Cynon Taf County Borough Council for the purpose of Resilient Families, Assessment and Brokerage.
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 Resilient Families Assessment and Brokerage.
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 Resilient Families Assessment and Brokerage.
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
Assessment & Brokerage are the first point of contact for the resilient families team. To assess a family’s needs and sign post them to the correct support network.
In addition to assessing and identifying the needs of the families we work with, we are also responsible for addressing any concerns that may become apparent during the course of our involvement and then deciding whether the matter has met threshold for child protection involvement.
The assessment and brokerage team are also responsible for gathering information from other professionals such as education and health to enable the service to provide a multi-agency plan.
Whose personal data we process
We may process personal data relating to the following individuals for Resilient Families Assessment and Brokerage;
- 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 Resilient Families Assessment and Brokerage;
- Personal details – Name, Date of Birth,
- Contact information – Address, Postcode, Email address, Telephone number
- Financial Information
- Health data
- Racial/ Ethnic Origin
- Religious and philosophical beliefs
- Sexual orientation
Why we process the personal data
We process the personal data for Resilient Families Assessment and Brokerage. 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 for Resilient Families Aseesment and Brokerage is;
- Legal Obligation - Article 6(c) – processing is necessary for compliance with a legal obligation to which the controller is subject.
- Public Task - Article 6 (e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
- Substantial public interest - Article 9 (2) (g) - processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data 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 Resilient Families Assessment and Brokerage;
When sharing the personal data, we only share the minimum amount necessary in relation to the purpose.
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Who
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Purpose
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Other Council Departments:
Youth Justice Service (YJS)
Youth Engagement and Participation Service (YEPS)
Health Visitor
Disabled Children’s Team
Housing
Education
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To Identify and provide the relevant support required for the family.
To ensure all of the Family needs are supported.
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Parent(s)/ Guardian(s) of child
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To ensure ‘Family led’ plan is put into place.
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Support Agencies:
Counselling Agencies
Women’s Agencies
Voluntary Groups
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To provide an effective support service for all members of the family.
To ensure all needs of the family are met.
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School
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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).
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Police
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Identify the relevant support required for the young person(s).
Inform allocation of case worker and appropriate delivery interventions.
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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 for the purpose of Reslient Families Assessment and Brokerage is;
- IT system suppliers
How long we retain the personal data
We retain the personal data contained within Resilient Families records for:
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Length of time
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Reason
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10 years from closure of record
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Operational Service Needs
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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