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Privacy Notice - Adult Services

  1. In providing us with your personal information you hereby acknowledge that Neath Port Talbot County Borough Council (“the Council”) is the Data Controller for all the personal information you provide on this form (for the purpose of the General Data Protection Regulation 2016 (GDPR) and the Data Protection Act 2018 (DPA)).

  2. The personal data which we collect from you via this form will be used by the Council (pursuant to it carrying out its various statutory and business functions) for the following purposes:

    • To ensure children and young people in need of protection, care and support will be protected and safeguarded and more of those children will be able to grow up in a stable family setting. Examples of which are, but not limited to; the application and management of service provision and dealing with appeals and complaints against service provision


  3. As a Data Controller the Council is required under GDPR to inform you which of the Article 6 GDPR “Data Processing Conditions” it is relying upon to lawfully process your personal data. In this respect please be advised that in regards to the data provided by you on this form we are relying on the following two Article 6 conditions;

    i. “The data processing is necessary for compliance with a legal obligation to which the controller is subject”. (Article 6(c) GDPR).
    ii. “The data 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.” (Article 6(e) GDPR).

  4. We may share your personal data securely with the following third parties (i.e. persons/bodies/entities outside the Council) in accordance with data sharing arrangements which we have in place with those third parties:


    • Carers Service
    • Health Service
    • Police
    • Probation
    • Voluntary Sector Agencies
    • Local Authority Services e.g. Children & Young People
    • Private Care Providers
    • Registered Social Landlords
    • other Local Authorities


  5. The personal information collected from you on this form will be
    held by the Council for a period in line with the following schedule:

    Involvement Status Retention Timeframe
    Adults who receive support with accommodation. (Residential, Nursing Care, Supported Accommodation  and Provision. Retain records 6 years after no longer in receipt of accommodation

    Case Management - Health and care cases including enquiry processing, referral, needs assessment, care and support planning

    Retain records 6 years after
    longer in receipt of services.

    Community Living and Disabilities Support including Direct Payments, day care, administration of personal allowances, housing needs and adaptation support, occupational therapy, learning disabilities, rehabilitation, provision of equipment and carer support.

    Retain records 6 years after no longer in receipt of community and disability services.

    Mental Health Support - Mental health case records including psychological assessment records.

    Retain records 20 years after no longer in receipt of services, or 8 years after the patient’s death if the patient died while receiving treatment.

    Vulnerable Adult Protection and Support - Investigation  and protection planning, guardianship and receivership administration.

    Retain records 6 years after no longer in receipt of protection and support services.

    Deprivation of Liberty Safeguards

    Retain records to include all social work documentation such as assessments, plans and recordings for 100 years following completion of any DOLS assessment. With the exception if a Service User passes away within service and subject to
    DOLS, a 6 year closure from date of death will apply.
  6. Please note that we are required to collect certain personal data under statutory requirements and in such cases a failure by you to provide that information to us may result in the Council being unable to provide you with a service and/or could render you liable to legal proceedings.

  7. We would inform you that under Article 21 GDPR you have the right at any time to object to the Authority about the fact that we are processing your personal data for the purposes of carrying out a public task or exercising our official authority.

  8. The Council will not transfer any of your personal data outside of the European Union. All processing of your personal data by us will be carried out in the United Kingdom or other European Union countries.

  9. The Council will not use your personal data for the purposes of automated decision making.

  10. Please be advised that under GDPR individuals are given the following rights in regards to their personal data:

    i. The right of access to their personal data held by a data controller.
    ii. The right to have inaccurate data corrected by a data controller.
    iii. The right to have their data erased (in certain limited circumstances).
    iv. The right to restrict the processing of their data by a data controller (in certain limited circumstances).
    v. The right to object to their data being used for direct marketing.
    vi. The right to data portability (i.e. electronic transfer of data to another data controller).

    Further information on all the above rights may be obtained from the Information Commissioner’s website.

  11. In the event that you have any queries regarding our use of your personal data, you wish to have access to the same or you wish to make any complaint regarding the processing of your personal data please contact the Council’s Data Protection Officer at the Directorate of Finance & Corporate Services, Civic Centre, Port Talbot, SA13 1PJ.

  12. Please be advised that in the event that you make a request or a complaint to the Council’s Data Protection Officer (see 10 above) and you are dissatisfied with the Council’s response you are entitled to complain directly to the Information Commissioner’s Office. Details of the Commissioner’s Office contact details and further information on your rights may be obtained from the Information Commissioner’s website.