Social Care & Health

1. The purpose for which we use your personal data

The information we collect about you will be used for the purpose(s) of:

• Planning, preparing and delivering services to support you to stay independent, and to maintain choice and control over your life.  
• Reviewing the care given to you to ensure it is of the highest possible standard
• Investigating complaints, legal claims or incidents

The legal basis for the processing of your information is in order to deliver a statutory function under legislation.  Specifically in accordance with:

• Social Services & Wellbeing Act 2014
• Mental Health Act 1983
• Mental Health (Wales) Measure 2010
• Local Government and Elections (Wales) Act 2021
• Mental Capacity Act 2005
• Regulation and Inspection of Social Care (Wales) Act 2016
• Well-being of Future Generations (Wales) Act 2015

If you do not give us the information we need when we ask for it, this may result in less effective planning and delivery of services to help meet your needs.

2. What type of information do we use?

We may collect the following types of personal data about you to deliver this service, depending on your circumstances:

• Name
• Address
• Date of birth
• Gender
• Unique reference number
• Telephone number
• Email address
• Bank/payment details
• Your family composition
• Your social circumstances
• Your financial circumstances
• Employment and education details
• Your housing needs
• Images/photographs
• Information about your health
• Your racial or ethnic origin
• Religious or philosophical beliefs
• Information about your sex life or sexual orientation
• Criminal convictions and offences

3. Do we use information received from other sources?

To provide this service, we collect information directly from you but also receive information from the following sources:

• Local Health Boards
• Other Carmarthenshire County Council departments (e.g. Housing Services, Council Tax)
• Other Local Authorities
• Regional Police forces (e.g. Dyfed Powys Police, South Wales Police)
• National Probation service
• GP Practices
• Department for Work and Pensions
• Disclosure and Barring Service

• The following types of personal data may be obtained, depending on your circumstances:

  • Name
  • Address
  • Date of birth
  • Gender
  • Unique reference number
  • Telephone number
  • Email address
  • Your family composition
  • Your social circumstances
  • Your financial circumstances
  • Employment and education details
  • Your housing needs
  • Images/photographs
  • Information about your health
  • Your racial or ethnic origin
  • Religious or philosophical beliefs
  • 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 of 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 may share your information with the following recipients depending on your circumstances:

• Local Health Boards
• Other Carmarthenshire County Council departments (e.g. Housing Services, Council Tax)
• Other Local Authorities
• Regional Police forces (e.g. Dyfed Powys Police, South Wales Police)
• National Probation service
• Other Local Education Authorities and Schools
• GP Practices
• Department for Work and Pensions
• Family members, friends and other interested parties, which includes, but is not limited to, direct payment arrangements,

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, which can include but is not limited to, the promotion of a person’s well-being

6. How long we will keep your information

Your information will be kept in accordance with the Council’s Retention Guidelines.

• Mental Health:  10 years after last contact or death
• Day service provision:  6 years after last contact or death
• Learning disability:  6 years after last contact or death
• Physical disabilities:  6 years after last contact or death
• Sensory disability:  6 years after last contact or death
• Rehabilitation and discharge:  6 years after last contact or death
• Occupational therapy:  6 years after last contact or death
• Domiciliary Care:  6 years after last contact or death
• Substance Misuse:  Destroy 10 years after last contact or death
• Provision of services:  7 years
• Residential Homes:  Registers Permanent
• Residential Homes:  Diaries 25 years
• Residential Homes:  Handover notes 25 years
• Timesheets:  6 years
• Blue Badge Licences:  2 years after last contact or death

7. Your Data Protection rights

You have the right to:

• Obtain access to the personal data that Carmarthenshire Council is processing about you
• Have any inaccurate or incomplete information rectified (corrected)
• Withdraw your consent to processing, where this is the only basis for the processing
• Make a complaint to the Information Commissioner’s Office (ICO), the independent body in the UK which protects information rights

In some circumstances, you may have the right to:

• Object to the processing of your personal information
• The erasure of your personal data
• Restrict the processing of your personal information
• Data portability

8. Contact details

For more information regarding this privacy notice and your rights, please contact:

Data Protection Officer
Carmarthenshire County Council
County Hall
Carmarthen
SA31 1JP

Email: dataprotection@carmarthenshire.gov.uk

Contact details for the Information Commissioner’s Office along with further guidance on Data Protection legislation can be found on the ICO website .