Information Governance – Information requests
The proper handling of personal information by Carmarthenshire County Council is very important to the delivery of our services and maintaining public confidence.
Personal data is any information that relates to a person who can be directly or indirectly identified from the information. The terms ‘information’ and ‘personal data’ are used throughout this privacy notice and have the same meaning.
To ensure that the Council treats personal information correctly, we seek to adhere in full to the requirements of Data Protection legislation.
This privacy notice has therefore been produced to explain as clearly as possible what we do with your personal data.
1. The purpose for which we use your personal data
The information we collect about you will be used for the following purposes:
- Recording, processing and responding to information requests received under the Freedom of Information Act 2000, Environmental Information Regulations 2004 and Data Protection legislation.
- Dealing with complaints regarding the handling of requests for information.
The legal basis for the processing of your information is to deliver a statutory function under the above legislation.
If you do not give us the information we need when we ask for it, this may result in us being unable to comply with your request and provide a response.
2. What type of information do we use?
We collect the following types of personal data about you to deal with requests under the Freedom of Information Act and Environmental Information Regulations:
- Telephone number
- Email address
To deal with requests under Data Protection legislation, we usually need more information:
- Unique reference number
- Date of birth
- Telephone number
- Email address
3. Do we use information received from other sources?
To deliver this service, we collect personal data directly from you.
In order to respond to requests under Data Protection legislation, we also obtain personal data about you from the relevant Council services covered by your request.
This may include the following types of personal data, depending on the scope of your request:
- Contact details
- Date of birth
- Unique reference numbers
- Bank/payment details
- Your family composition
- Your social circumstances
- Your financial circumstances
- Employment and education details
- Your housing needs
- Information about your health
- Your racial or ethnic origin
- Political opinions
- Religious or philosophical beliefs
- Trade union membership
- Information about your sex life or sexual orientation
- Criminal convictions and offences
4. Transferring your information abroad
We use Microsoft Office 365 to process our electronic documents under the terms of a strict agreement, which safeguards your information. This personal data is hosted on servers outside the UK, but only in EU countries which are subject to the General Data Protection Regulation.
We don’t transfer any other information about you outside of the UK.
5. Who has access to your information?
We share your contact details with other Council departments and services, specifically, those which your request relates to. To process requests under Data Protection legislation we also share unique reference numbers and your date of birth in order to assist with carrying out searches for your personal data.
If you make a complaint to the Information Commissioner’s Office (ICO) about the way in which we dealt with a request, we may be required to disclose personal data about you in order to comply with an investigation.
There are also other specific situations where we may be required to disclose information about you, such as:
- Where the Council is required to provide the information by law
- Where disclosing the information is required to prevent or detect a crime
- Where disclosure is in the vital interests of the person concerned
This is in accordance with the Council’s Retention Guidelines.
6. How long we will keep your information
We will keep your information for the following periods:
- Freedom of Information Act and Environmental Information Regulations requests – 2 years after the response to the request
- Requests subject to internal review or complaint to the Information Commissioner’s Officer – 3 years after the investigation is completed
- Data Protection requests – 5 years after administrative use is concluded
7. Data Protection rights of the CYP/Parents/Guardians
8. Contact details
For more information regarding this privacy notice and your rights, please contact:
Data Protection Officer
Carmarthenshire County Council
Contact details for the Information Commissioner’s Office along with further guidance on Data Protection legislation can be found on the ICO website.
Council & Democracy
Councillors, AMs and MPs
- Your County Councillor
- Public Participation Strategy and Petition Scheme
- Councillor allowances and interests
- Town & Community Councillors
- Members of Welsh Parliament
- Members of Parliament
- Become a Councillor
Committees & Meetings
- Agendas & minutes
- Governance & Audit Committee
- Council Diary
- Democratic Services Committee
- Officer decisions
- Forward Plans
- Planning Committee
- Standards Committee
- Standing Advisory Council for Religious Education (SACRE)
Strategies and plans
- Budget Digest
- Statement of accounts
- Dyfed Pension Fund
- Education through regional working (ERW)
- Swansea Bay City Deal
- Simple ways to save the Council money
Consultation & Performance
- Current Consultations
- Performance Management
- Audit Inspections & Reports
- The Well-being of Future Generations Act
- Well-being objectives
- Council's Annual Report 2021-22
Net Zero Carbon
Equality & Diversity
Armed Forces Covenant
Elections & Voting
- Local Elections 2022
- Eligibility to vote
- How do I vote?
- Register to vote
- Update your details on the Electoral Register
- Annual update of the voters roll
- How to opt-out of the open register
- Viewing the Electoral Register
- My nearest - Election information
- Senedd Cymru Elections 2021
- Police and Crime Commissioner Elections 2021
- Parliamentary General Election 2019
- Help for Disabled Voters
- Review of Parliamentary Boundaries
- Elections Act 2022 and Voter ID
- Community Review 2023
More from Council & Democracy