Council Services Privacy notices

Who else will receive your information

We will share your information with other Services across the Council and some external bodies, in order to provide you with a service.  We won’t share your information with other bodies unless we have to.

As a public authority, Gwynedd Council is required by law to protect the public funds it administers. We may share information provided to us with other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud.

Body Worn Video Cameras

Different services use body worn video cameras (BWVC) in Gwynedd in order to provide evidence for prosecutions and also to ensure staff safety.

The services that use the cameras are listed below:

• Public Protection Service
  • Gathering evidence in relation to criminal cases
  • For health and safety purposes to protect Officers
  • Street Care Service
    • Gathering evidence in relation to criminal cases
    • For health and safety purposes to protect Officers
    • Parking Service
    • Maritime Service
    • Public Footpaths Service

Purpose and legal basis for processing

Our purpose when operating the systems is to prevent and disclose offences and staff safety.

Our legal basis for processing any personal data held is article 6(1)(e) of the General Data Protection Regulation (UK GDPR), which allows us to process data when necessary for the purposes of our public task.

Our legal basis for processing any special category personal data is article 9 (2) (g) of the General Data Protection Regulation (UK GDPR), which allows us to process data when necessary for significant reasons in the public interest. Part 2, schedule 1, paragraph 12(1) is a legal basis for processing any personal data for regulation needs or dishonesty.

Our legal basis for the processing of any personal data regarding legal prosecutions / offences is part 35 (2), (b) of the Data Protection Act 2018.

What will we do with your information?

Images will be stored and kept safely on our systems. Access will be fully controlled by relevant staff only.

We may disclose personal information to third parties, but only if required by law, or where it is permitted otherwise under Data Protection legislation.

Your information may be used as evidence in a court case.

How long do we keep your information?

We will not store your information for a longer period than necessary. Usually, records (BWVC) are stored for up to 30 days but this may depend on the purpose of the information. Images may be kept for longer periods if required for law enforcement purposes.

When we dispose of personal information, we will do so in a safe manner.

With whom do we share your information?

Examples of third parties we could share your information with include (but is not limited to):

• The Police
• Individuals requesting their own information
• Solicitors
• Courts in prosecution or appeal cases
• Councillors in a licensing committee

Claims and complaints

See the relevant section on our website

https://www.gwynedd.llyw.cymru/en/Council/Information/Privacy-notices-and-cookies.aspx

Visitors to our website
When you visit www.gwynedd.llyw.cymru we use 3rd party services, SiteImprove and Google Analytics to collect information about visitor behaviour patterns on the website. This allows us to find out how many visitors go to various part of the site, and helps us improve the visitor experience for the customer.   

Cookies
You can read about our use of cookies on the Privacy notices and cookies page.   

Website satisfaction questionnaire 
We encourage visitors to our website to provide a score (1* to 5*) on their satisfaction with our website. If the visitor provides their email address with their score, the email address will be kept for a maximum of 1 year. Unless an email address is provided we are unable to identify the individual who gave the score. 

Online payments
When you use debit cards to make payments through our website – to pay council tax etc, the card number will be encrypted, as well as many other safety measures.  

YouTube
Videos are embedded on some of the pages on our website. When you click on a link that opens the video it will take you to the YouTube website, and your data will be handled in accordance with their privacy notices. 

External websites
We have a number of external links from our website. Gwynedd Council is not in any way responsible for the content of these websites.  

Consultations
The Council will occasionally hold consultations so that residents can have their say on the services that we provide. Every survey will include a privacy notice letting you know for how long the data will be kept and what we do with the information you provide. 

Who else will receive your information
We will share your information with other Services across the Council and some external bodies, in order to provide you with a service.  We won’t share your information with other bodies unless we have to.

As a public authority, Gwynedd Council is required by law to protect the public funds it administers. We may share information provided to us with other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud.

We collect information about your device, browser and operating system to develop online services and the website. Your IP address is needed for security reasons.

We keep a copy of the call for staff training and to help improve services.

Legal basis  
We collect this information under Article 6(1)(f)  of the General Data Protection Regulations, as it is necessary for our lawful interests.  

Sharing data
The data will not be shared with anyone else (except for the company named below), nor will it be transferred abroad. However, as a public authority, Gwynedd Council is required by law to protect the public funds it administers. We may share information provided to us with other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud.

We use an external company called Click 4 Assistance to help us provide this information.    

Detention periods 
The company holds the information for the following periods:

Why do we need your information

Galw Gwynedd and Siopau Gwynedd collects your information in order to provide you with a service.  We won’t collect your information unless there is a specific, explicit and legitimate purpose for doing this.

Justification for using your information.

For some services, for example the collection of refuse, the processing of information is necessary in order for us to to perform a task in the public interest or in the exercise of official authority.

For some services, for example applications for a blue badge or the payment of council tax, the processing is necessary to comply with a legal obligation. 

We will not use your data  for profiling or to make automatic decisions.

By completing our customer satisfaction questionnaire, you give your consent for us to process your personal data, for the specific purpose of service improvement.

Who else will receive your information

We will share your information with other Services across the Council and some external bodies, in order to provide you with a service.  We won’t share your information with other bodies unless we have to.

As a public authority, Gwynedd Council is required by law to protect the public funds it administers. We may share information provided to us with other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud.

For how long will we keep your information?

We keep your information in our computer system for 7 years, and if you send us an e-mail we will keep it for 12 months.

CCTV recordings (in Siop Gwynedd Pwllheli, Dolgellau and Caernarfon) will be kept for a duration for 2 months.

More information about your rights, and contact details:  Data Protection Officer 

Accessing your data

You can see your data by request, to do this, contact the Data Protection Officer . 

The information we collect about you

The information that we collect, process, hold and share include:

• Full name

• Date of birth

• Current address

• Place of birth

• National Insurance Number (NINO)

• Details of benefits you receive associated with your mobility

• Proof of your identity

• Medical information you provide in support of your claim

• Your photograph

• Contact details you have provided including telephone numbers, email addresses used for contact about your application to ask for more information, update you on progress and for sending the decision to you and the Blue Badge if you are eligible.

Why we collect and use this information

We store and use your Blue Badge application data to:

• assess eligibility for a Blue Badge

• produce and distribute the badge

• monitor usage

Why we are allowed to use your information

We collect and use this information on the basis of the Council’s public task and the legislation underpinning this is:

Section 21 of the Chronically Sick and Disabled Persons Act 1970

Any special category (sensitive) information (ie health related information) is processed under the substantial public interest condition (Article 9(2)(g) of the General data Protection Regulation. 

How long we will keep your personal information

Information will be kept for a period of 4 years (from the date of application)

Who we share this information with

We will share information with the Department for Transport who are responsible for the scheme.

Your details will be shared with Valtech Limited as they host the national Blue Badge system.

If you are eligible for a badge, your details will also be shared with APS as they produce and post out the badges.

If you decide that you wish to receive updates on the progress of your application, your details will also be shared with the Government Notify service.

On occasion we will share your details with Able 2 Occupational Therapy Services who undertake the Independent Mobility Assessments where it is felt you will need to be assessed to determine your eligibility.

We will contact the Department for Work and Pensions to check you are receiving the benefits you have declared in connection with your mobility if you have not supplied evidence of this.

Parking Services enforcement officers have access to details on Blue Badges for enforcement and fraud detection.

Other local authorities may access the information for the purpose of preventing fraud.

National Fraud Initiative

As a public authority the Council is required by law to protect the public funds it administers. We may share information provided to us with other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud. Please refer to the full NFI privacy notice for more details.

Will your information be used to make automated decisions?

There is no automatic decision making or profiling.

Your rights

 For information about your rights and details of the Council’s Data Protection Officer, please go to Privacy notice . 

Purpose and legal basis for processing

Our purpose for processing your personal data is so that we can respond to your information request.

The legal basis for this is article 6(1)(c) of the GDPR, which relates to processing necessary to comply with a legal obligation to which we are subject.

If any of the information you provide us in relation to information request contains special category data, such as health information, the legal basis we rely on to process it is article 9(2)(g) of the GDPR, which also relates to our public task and Schedule 1 part 2(6) of the DPA2018 which relates to statutory and government purposes.

What we need and why we need it

We need information from you to respond to you and to locate the information you are looking for. This enables us to comply with our legal obligations under the following legislation:

• General Data Protection Regulation (2016)

• Data Protection Act (2018)

• Freedom of Information Act (2000)

• Environmental Information Regulations (2004)

What we do with it

When we receive a request from you, we’ll set up an electronic case file containing the details of your request. This normally includes your contact details and any other information you have given us. We’ll also store on this case file a copy of the information that falls within the scope of your request.

If you are making a request about your personal data, or are acting on behalf of someone making such a request, then we may ask for information to satisfy us of your identity. If it’s relevant, we’ll also ask for information to show you have authority to act on someone else’s behalf.

How long we keep it

For information about how long we hold personal data, please contact our Data Protection Officer

What are your rights

For more information on your rights, please see Your rights  on the corporate privacy notice. 

Why we require your information

We collect your personal information in order to assess your application’s eligibility for financial assistance or for the purpose of administrating the Council’s business assets and land and use it as it’s part of our public task.

Justification for using the information

In this instance, the Council is using your personal information as it has a duty to do this.

The Council will not be using your information in order to make automated or profiling decisions.

Who else will receive your information?

We will share the information with the Welsh Government, officers and relevant members within Gwynedd Council, valuers and business consultants who have been appointed by the Council.

We will not transfer your information to another country.

How long will we keep the information?

We will keep the information you supply for at least six years in accordance with the relevant guidelines.

Your rights

You have legal rights, and it is important that you are aware of what they are. Please visit the site on our website to learn about them:

Privacy Statement

Data Protection Officer: the e-mail address is dataprotectionofficer@gwynedd.llyw.cymru     

Should you wish to complain for the way that the Council has used your personal data, contact the Data Protection Officer in the first instance.

If you remain unhappy, you may contact the Information Commissioner’s Office: https://ico.org.uk/concerns

This policy explains how the information we collect about you is used and your rights in relation to that information.

Personal information collected from you in order to register an event is required by law.   The main legislation which governs the collection of registration information is:

• The Births and Deaths Registration Act 1953

• The Marriage Act 1949

• The Civil Partnership Act 2004.

You may be legally obliged by these acts, and other pieces of legislation, to provide certain pieces of information.  If you fail to provide information you are required to give us you may, amongst other things, be liable to a fine, or we may not be able to provide the service you are applying for, such as a marriage or a civil partnership.

Personal information may also be collected from you if you are making an application to this office, for example for a certificate or to correct information contained in a register entry.

The information you provide will be held and processed by registration officers for this registration district. 

The superintendent registrar is a data controller for birth, marriage and death registrations and can be contacted at Gwynedd Register Office, Gwynedd Council, Shirehall Street, Caernarfon, Gwynedd LL55 1SH.

The local authority is a data controller for civil partnership registrations and can be contacted at Gwynedd Register Office, Gwynedd Council, Shirehall Street, Caernarfon, Gwynedd LL55 1SH.

The Registrar General for England and Wales is a joint data controller for birth, marriage, death and civil partnership registrations and can be contacted at the General Register Office, Trafalgar Road, Southport, PR8 2HH.

The Data Protection Officer:

Helen Parry, 
Gwynedd Council, 
Shirehall Street, 
Caernarfon, 
Gwynedd 
LL55 1SH.

A copy of any register entry will be provided by this office in accordance with the law to any applicant, provided they supply enough information to identify the entry concerned and pay the appropriate fee. The copy may only be issued in the form of a paper certified copy (a “certificate”). An application for a certificate may also be made to the General Register Office.

Indexes for events registered at this office are publicly available in order to help members of the public identify the registration record they might need.   Indexes are available in manual books at Gwynedd Council, Shirehall Street, Caernarfon, Gwynedd LL55 1SH.

A copy of the information collected by a registration officer will also be sent to the Registrar General for England and Wales so that a central record of all registrations can be maintained.

Registration information held at this office may be shared with other organisations in the course of carrying out our functions, or to enable others to perform theirs. 

We will only share information where there is a lawful basis to do so for the following reasons:

• Statistical or research purposes

• Administrative purposes by official bodies e.g. ensuring their records are up-to-date in order to provide services to the public

• Fraud prevention or detection, immigration and passport purposes.

Further information on data held by the registration service and a full list of the organisations with whom registration data is shared, the purpose and the lawful basis for sharing the data can be found at Annex A. Alternatively, staff at the office will be able to provide the information.

Emails

If you email us we may keep a record of your contact, your email address and the email for our record keeping of the transaction. For security reasons, we will not include any confidential information about you in any email we send to you, unless you consent to this.

We suggest that you keep the amount of confidential information you send to us via email to a minimum and use our secure online forms and services.

Electronic appointment and ceremony booking system

We use an online booking system for the recording of Births, Deaths, Marriages and Citizenship appointments and for marriage, civil partnership and naming and re-affirmation ceremonies.

Data is retained for the fulfilment of the appointment. Appointment and ceremony bookings are made in advance and are finished after the booking has been fulfilled. After which, data is only used for statistical purposes and to refer back to if required.

The nature of the processing is collection of the data through online forms completed by customers (members of the public), forms completed by call centre operatives on behalf of a customer and under their instruction or by a member of the registration service staff under the customer’s instruction.

The purpose of the processing is to enable the service to schedule the appropriate appointment or ceremony.

The type of data we may process in the system:

•        Names,

•        Dates of birth,

•        Dates of death,

•        Dates of ceremonies,

•        Addresses, Email addresses and telephone numbers,

•        Marital status,

•        Disabilities,

•        Nationality,

•        Informants’ names.

Data is archived and removed according to the Registration Service Retention Policy.

Electronic Display of Marriage and Civil Partnership Notices

We use a digital display of marriage and civil partnership notices.

Data is held for the duration of the notice period. Currently that is 28 days for marriage or civil partnerships

The nature of the processing is collection of the data through notice of marriage and civil partnership appointments. The purpose of the processing is to enable the service to display the notices as required by law.

The type of data we may process in the system:

• Names

• Dates of birth

• Date of ceremony (not on public display)

• Sex

• Marital status

• Occupation

• Place of residence (not on public display in a civil partnership notice)

• Period of residence within the district

• Location of ceremony

• Nationality.

Data is archived and removed according to the Registration Service Retention Policy.

Your Rights (Including Complaints Procedure)

You have the right to request access to the personal information we hold about you, to be informed about the collection and use of your personal information, for incorrect information to be corrected (where the law permits) and to request us to restrict the processing of your personal information. In certain circumstances you have the right to object to the processing of your personal information.  Your information will not be subjected to automated decision-making.

If you have any questions or concerns about the collection, use or disclosure of your personal information please contact the Superintendent Registrar, Gwynedd Register Office, Gwynedd Council, Shirehall Street, Caernarfon, Gwynedd LL55 1SH

You have the right to complain to the Information Commissioner’s Office about the way we are handling your personal information.

https://ico.org.uk

How long will we retain your information? 

Details of retention periods

We will not keep your information longer than it is needed or where the law states how long this should be kept. We will dispose of paper records or delete any electronic personal information in a secure way according to a defined Retention Policy. How long Gwynedd Registration Service retains information is determined through statutory requirements or best practice.

Registration information is retained indefinitely as required by law.

•        Information contained in certificate applications is retained for 2 years

•        Information contained in notices of marriage or civil partnership is retained for 5 years

•        Personal details recorded in general appointment schedules are deleted 1 year after the appointment

•        Personal details recorded for the purposes of ceremony bookings are deleted 1 year after the ceremony took place or was due to take place

•        Payment information will be held for 7 years.

Housing Benefit / Council Tax Reduction / Education Benefits applications 

Why we need your information

As part of the Housing Benefit, Council Tax Reduction, Education Benefits, Discretionary Housing Payments and Self Isolation Payments application processes, Gwynedd Council will be collecting personal data about you and your family.

This information collation will include such details as follows :

1. Details about you, your address, National Insurance number, date of birth, household composition, income and savings details.

2. We will also collate other relevant information that will be needed to process your claim such as rental information and landlord details.

3. Contact details such as telephone numbers, email address etc will also be collected so that we are able to contact you should we need to query your information.

We will use this data to process your claim and may need to check some of the information with other sources to ensure this data is accurate.

Justification for using your Information

We are using your information because we have a duty under the following legal basis :

1. Our legal obligation under the following legislation :

   - Social Security Administration Act

   - Housing Benefit Regulations

   - The Council Tax Reduction Schemes (Prescribed Requirements and Default            Scheme) (Wales) Regulations

   - Local Government Finance Act

2. The prevention/detection of crime, including false representation in accordance with the Fraud Act and the Council Tax Reduction Schemes (Detection of Fraud and Enforcement) (Wales) Regulations.

3. Your own personal consent, which can be withdraw at any time by you notifying us in writing. Please be advised that where consent is withdrawn your application for Housing Benefit, Council Tax Reduction and/or Education Benefits will no longer be processed.  Consent cannot be withdrawn in cases for the prevention of crime.

The Council will use your information for automatic decision making in order to quickly and correctly deal with data received from other organisations on your behalf (e.g. DWP) and for profiling so as to risk-score your claim to find out what further action is needed with your claim before processing.  This will have the following effect on you :

1. Quicker decision making

2. Fewer enquiries

3. Correct first-time decisions

Sharing your information 

We may share your data/information with the following organisations :

1. Internal teams within the Council such as Council Tax, Housing Services, Customer Services.

2. Councillors, should they be helping you with your claim.

3. Other partner organisations such as the Department of Work and Pensions, Housing Associations, Citizens Advice Bureau, Shelter Cymru.

4. Third parties where permitted or required by law to do so for the prevention and detection of fraud and the protection of public funds.  These can include other local authorities and government departments or agencies carrying out their public tasks, such as the Council's Collection Agents, Employers, Department of Work and Pensions, HM Revenues and Customs, the Police in carrying out criminal investigations, and data matching via the National Fraud Initiative.

5. On occasions, it may be necessary for your information to be accessed by our contracted IT support organisations in the delivery of IT support for both the IT infrastructure and associated systems, for the processes detailed in this privacy notice.  Access by IT support will only be for such reasons as fixing any technical issues with software, and any viewing of data will be incidental.

The above lists are not exhaustive.

We will not normally share your information with organisations other than our partner organisations without your consent.

However, there may be certain circumstances where we will need to share without consent, such as when we are required to do so by law, to safeguard public safety, and in risk of harm or emergency situations.

Any information shared will be on a need-to-know basis only, with the appropriate individuals and the minimum information for the purpose.

The Council will not transfer your personal information to another country.

How long we keep your information  and your rights

The information you supply will be kept for the minimum period necessary for our purposes.

The information outlined in this notice will be kept after all action on your claim has finished and the period required by the Council for legal and audit purposes has elapsed.

Your rights

For further information about your rights and the Data Protection Officer’s contact details visit the website.

What information we collect

The information we will collect will depend on the nature of your claim, but can include the following: name, address, date of birth, age, occupation, telephone numbers, email address, vehicle registration, National Insurance Number, and sensitive personal data such as medical information.

How we collect the information

Information will be collected in a number of ways, including: written correspondence, emails, face to face, telephone calls, provided by other bodies e.g. solicitors and insurers.

Why we need your information

The Council will use your information to determine and handle your insurance claim against Gwynedd Council. Your information may also be used in the furtherance of an associated service required or received from the Council, such as making a complaint or a request for service. By making a claim, you consent to the collection and use of your personal information (including sensitive personal data) by us, provided it is used as set out in this notice. Failure to provide personal information may mean we will be unable to process your claim.

Justification for using your information

We are using your information:

• because the Council is under a duty to protect the public funds it administers

• because we are undertaking a task in the public interest

• for the detection and prevention of fraud

The Council will not use your information for automated decision making or profiling.

Sharing your information

Depending on the nature of your claim/contact, your information may also be shared with any of the following:

• Other Council departments

• Council’s insurers

• Internal / external solicitors

• Judicial agencies – e.g. Courts

• External loss adjusters

• External contractors

The Council will not transfer your information to another country.

How long your information is kept

Information will be kept for 6 full financial years after the date your claim is settled. Where a claim involves a child/minor, this 6 year period will not begin until the child’s 18th birthday.

Your rights

Further information about your rights and the Data Protection Officer’s contact details.

As a public authority Gwynedd Council is required by law to protect the public funds it administers. We may share information provided to us with other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud.

In October 2020, the latest round of the anti-fraud data matching exercise, known as the National Fraud Initiative (“NFI”) will commence. Gwynedd Council data, along with data from other public bodies, will be presented to the Auditor General for Wales. The Auditor General for Wales is responsible for carrying out data matching exercise under its powers under the Public Audit (Wales) Act 2013.

Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match. This is usually personal information. Computerised data matching potentially allows fraudulent claims and payments to be identified. Where a match is found it may indicate that there is an inconsistency which requires further investigation. No assumption can be made as to whether there is fraud, error or other explanation until an investigation is carried out.

The Auditor General requires this authority to provide information it holds for this purpose. The Council is required to provide particular set of data to the Auditor General for matching. Details are set out on the Audit Wales website.

The Auditor General for Wales currently requires the Council in accordance with the Public Audit (Wales) Act 2013, to participate in his anti-fraud initiative. For this initiative, we are providing the following details for the purposes of comparing with information provided by other public bodies:

• individuals employed by the Council and those who receive Council pension

• full electoral list data

• Council Tax data

• Business rates data

• Covid-19 business support grants

• residents in private residential homes that are financially supported by the Council

• holders of “blue badges”

• holders of taxi licenses

• council creditors

• individuals with a concessionary bus pass

• individuals with a resident parking permit.

• individuals receiving universal credit

• individuals receiving housing benefit

• individuals receiving other state benefit

• social housing waiting list.

The use of data by the Auditor General in a data matching exercise is carried out with statutory authority, therefore, it does not require the consent of the individuals concerned under the Data Protection Act.

Data matching by the Auditor General is subject to a Code of Practice. This is to help all bodies involved in data matching to comply with the law and good practice, including maintaining data security (see www.audit.wales).

For more information on the Auditor General’s legal powers and the reasons why he matches particular information, visit the Audit Wales website or contact:

Audit Wales,
24 Cathedral Road,
Cardiff
CF11 9LJ,

email: national.fraud@audit.wales

Gwynedd Council Revenues Department will use information received via forms, by letter, by electronic format, over the telephone or face to face for the purposes of assessing and collecting the Council Tax, Non Domestic Rates or any similar statutory Tax or Levy.

The main taxes collected are

Council Tax – Local Government Finance Act 1992

Non Domestic Rates – Local Government Finance Act 1988

In accordance with statue we will check information with other sources of data, internal and external, for the purposes of:

• Prevention or detection of crime

• The assessment or collection of taxes, duty or obligations of a similar nature

• Ensuring the information is accurate and to protect public funds.

Data can be shared with other Councils, Central Government, the Police, Fire Service, Agents working directly on our behalf, BID Boards for the stated purposes above.

We will aim to retain general personal data for up to 6 years following the end of liability for any tax. Note property ownership details may remain for a substantially longer period on our records (for the purposes of dealing with any appeal).

As part of GDPR implementation, the credit reference agencies (CRAs), in conjunction with the ICO and major financial services trade associations developed a common form of privacy notice that the financial services industry had to incorporate within their privacy policies in order for data sharing to continue. The aim of this notice (known as CRAIN) was to ensure that the data sharing and the CRAs’ processing activities are transparent to consumers, in line with the GDPR’s requirements. Here is a link to the rules and relevant privacy statement:

https://www.callcredit.co.uk/legal-information/bureau-privacy-notice

For more information on your rights and how to make a complaint please refer to the corporate privacy notice on Gwynedd Council’s website:

https://www.gwynedd.llyw.cymru/en/Council/Information/Council-Services-Privacy-notices.aspx

As a local councillor, any personal information I gather or use you about you as a person living in my ward is my responsibility.

This may include your contact details (e.g. name, telephone number, e-mail address) but also more sensitive information about you, such as information about your health or ethnicity.

I do this in order to act on your behalf when dealing with your enquiry/complaint.

The legal reason for retaining your information

The law says that councillors may only gather and use information for legal reasons. The relevant reasons for us are:

• Explicit consent

In asking me to act on your behalf, you have given permission for me to use and share your information.

• Undertaking a task in the public interest

That your information must be used in order to undertake my role as a local member.

For sensitive information such as information about health or race, we would rely on your consent.  

Sharing your information

In order to provide you with a response, your information may be shared with the Council's departments and, if necessary, with other organisations (e.g. the Health Board, Housing Associations).

Retention period for your information

I will retain details about your case for up to 18 months after the matter has been concluded, and will securely dispose of all the personal information I possess at the end of my term as a councillor (unless your case needs to be transferred to the new member - your permission will be sought to do so).

Security

I will keep your information secure at all times.

Your rights

You have the right to obtain a copy of your information. Also, under some circumstances, to rectify any inaccuracies, delete, restrict, object to or move your information.

You may withdraw your consent by informing me that you do not wish for me to process your information any longer.

Complaints 

Any complaints about the how your information was dealt with should be referred to me in the first instance. If it is not possible to resolve the matter in the first instance, you may contact the Information Commissioner's Office:

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Phone: 0303 123 1113

Website: https://ico.org.uk/make-a-complaint/

Introduction

This privacy notice explains how the Electoral Registration Officer / Returning Officer for Gwynedd Council collects and uses personal information about you to deliver services efficiently and effectively.

We use this information to enable us to carry out specific functions for which we are responsible and to provide you with a statutory service, as set out in the Representation of the People Act 1983, Electoral Administration Act 2013 and associated regulations.

The Electoral Registration Officer / Returning Officer is the Data Controller:

Dilwyn Williams, Gwynedd Council, Caernarfon, Gwynedd LL55 1SH

What information is recorded?

We keep records about potential and actual electors, details about those that request an election, candidates and their agents, details of those that have subscribed nomination forms, staff employed at an election. These may be written down (manual records), or kept on a computer (electronic records).

These records may include:

• Basic details about you, for example, name, address, date of birth, National insurance number, contact details (email address/telephone number), signature, nationality and your previous address

• Absent vote information (postal / proxy including details of your proxy and anyone who has helped you)

• Scanned application forms and dates of any letters of correspondence

• Notes about any relevant circumstances that you have told us

• Other occupants in your home

• If you are over 76 or under 16/17

• Whether you have chosen to opt out of the Open version of the Register (for further information about the Open register www.gov.uk/register-to-vote)

• Any further evidence we may require from you, such as copies of your passport, EEA identity card, marriage certificate or driving licence

• Political affiliation

It is important that your records are accurate and up-to-date as they will help make sure that our staff are able to provide you with the help, advice or support you need.  If your information is not correct, then please contact us so that we can rectify this.

It is important that your records are accurate and up-to-date as they will help make sure that our staff are able to provide you with the help, advice or support you need.  If your information is not correct, then please contact us so that we can rectify this.

What is the information used for? 

We will only use the information you give us for electoral purposes. We will look after personal information securely and we will follow the data protection legislation. We will not give personal information about you or any personal information you may provide on other people to anyone else or another organisation unless we have to by law.

The Electoral Register is a public document which can be viewed by appointment only under strict control.

Your information may be shared / disclosed with the following –

• To verify your identity, the data you provide will be processed by the Individual Electoral Registration Digital Service managed by the Cabinet Office. As part of this process your data will be shared with the Department of Work and Pensions and the Cabinet Office suppliers that are data processors for the Individual Electoral Registration Digital Service. You can find more information about this here: https://www.registertovote.service.gov.uk/register-tovote/privacy.’

• Contracted printer or supplier (processor) who act on our behalf

• Registered political parties, elected representatives, town and community councils candidates, agents and other permitted participants who are able to use it for electoral purposes only

• The Council

• Credit reference agencies, the British Library, UK Statistics Authority, the

• Details of whether you have voted (but not how you have voted) to those who are entitled in law to receive it after an election

• Where the health and safety of others is at risk

• When the law requires us to pass on information under special circumstances

• Crime prevention or the detection of fraud as part of the National Fraud Initiative

Anyone who receives information from us has a legal duty to keep it confidential. They won’t use it for any other reasons and they have to look after it in the same way.

We are required by law to report certain information to appropriate authorities – for example:

• Where a formal court order has been issued.

• To law enforcement agencies for the prevention or detection of a crime

• To the Jury Central Summoning Bureau indicating those persons who are aged 76 or over and are no longer eligible for jury service

How long for?

The Electoral Registration Officer / Returning Officer is obliged to process your personal data in relation to preparing for and conducting Elections. Your details will be kept and updated in accordance with our legal obligations and in line with statutory retention periods.  The Electoral Registration Officer / Returning Officer maintains a separate document retention policy.

Special Categories of personal data

Some of the information that is collected is classified as special category personal data. This is processed for reason of substantial public interest as set out in Representation of the People Act 1983, Electoral Administration Act 2013 and associated regulations. To process this type of information we have a separate policy document that sets out how this information will be handled.

Right to Object

You have the right to object to the use of your email address or telephone contact details for the purposes of electoral registration. If you no longer want to be contacted by email or telephone you should contact the Electoral Registration Officer who is the Data Controller to unsubscribe.

Right to be Forgotten

This does not apply when maintaining the electoral register.  You cannot ask for your details to be removed from old/historical registers.

Further Information

For further information and if you think there has been a breach of your rights, please contact : DataProtectionOfficer@gwynedd.llyw.cymru

Purpose and legal basis

We need your personal information in order to provide you with an assisted collection service.

We have a statutory duty to collect refuse and therefore the legal basis we rely on is article 6(1)(e) of the General Data Protection Regulation which allows us to process personal data when performing a task in the public interest. If you share any health information with us, we will rely on article 9(2)(g) which allows us to process sensitive information if this in the substantial public interest. The relevant legislation which permits this under Schedule 1, Part 2, paragraph 6 of the Data Protection Act 2018 is the Environmental Protection Act 1990.

What we do with it 
The information will not be shared with anyone outside the service.

How long we keep it 

We will keep your details for two years following the initial request.

Your rights 

For information about your rights and details of the Council’s Data Protection Officer, please see the privacy section on the website.

Why do we need your information:

We collect personal information about you to process:

• Full Plan Applications

• Building Notice Applications

• Regulatory Certificate Applications

• Windows and Door Installation Applications

• Demolition Notice

• Dangerous Building Notice

• House and Street Naming Applications

Justification for using your information:

We have a legal duty under the Construction Act 1984 and the Building Regulations 2010 to use your personal information.

Who else will receive your information:

We will not share your personal information with a third party unless the law allows them to access it.

How long will we keep your information:

We will keep your information for at least 15 years in accordance with the Act's guidelines.

Your rights:

You have the right to see the information we have about you and the right to correct any errors in the data.

For more information about your rights or if you would like to complain about how we have handled our personal information, please contact our Data Protection Officer by email to swyddogdiogeludata@gwynedd.llyw.cymru or telephone 01766 771000.

You also have the right to make a complaint to the Information Commissioner's Office (ICO) if you think we do not process your information in accordance with the law.

The Council operates a town centre CCTV system in Bangor, Caernarfon, Pwllheli, and Porthmadog.

The CCTV Camera Location map has further details.

It also is responsible for other local systems on Council buildings such as libraries, museums, council offices etc.

Purpose and legal basis for processing 

Our purpose in operating the systems is for the prevention and detection of crime and public safety.

Our legal basis for processing any of the personal data captured is article 6(1)(f) of the GDPR which allow us to process data when it is necessary for the purposes of our legitimate interests.

What we will do with your information

Images will be captured and held securely on our systems. Access will be strictly controlled to relevant staff only.

We may disclose personal information to a third party, but only where it is required by law, or where it is otherwise allowed under the Data Protection legislation. 

How long we will hold your information

• We will not keep your information any longer than necessary.  CCTV recordings are mostly kept for up to 31 days but this may be dependent on their location and purpose. Images may be retained for longer periods if required for law enforcement purposes.

• When we dispose of personal information, we will do so in a secure way.

Who we may share your information with

Examples of third parties who we may share your information with include (but are not limited to):

• Police

• Individuals who may request their own information

• Solicitors

• Media 

Who we are: 

We are the Development Management and Enforcement Teams (including Built Conservation and the Waste and Minerals specialisms) within the Planning Service for Gwynedd Council. This privacy notice explains how we use information in the course of carrying out our duties. This work is wide ranging and includes:

• Making recommendations and decisions on all types of planning applications and providing advice on planning enquiries

• Representing the Council at various meetings to promote the best use of land

• Responding to complaints relating to potential unlawful development

• Monitoring developments

• Entering legal agreements, serving notices and dealing with planning appeals

How we get your information:

We get your information when you submit a planning application and this can be done in two ways – either it is supplied to us directly (by you or by someone acting on your behalf e.g. a planning agent) or the application can be received from a third party website that provides a transaction service such as the one provided by ‘Planning Portal’.

We also receive your information when you, or someone acting on your behalf, make comments, representations, complaints, pre-application enquiries and present questions/queries through our website, via email, by post or by telephone.

What we do with your information: 

To allow us to deal with a wide range of planning matters, including making recommendations and decisions on planning applications, individuals must provide us with some personal data (e.g. name, address, contact details). In a small number of circumstances applicants/individuals will provide us with “special category data” in support of their application (e.g. evidence of medical history, financial or business information).

We use the information provided to us to offer advice, make recommendations and/or reach decisions on planning matters. This is known as a “public task” and is why we do not need you to “opt in” to allow your information to be used.

Under the regulations we are obliged to make some of the information available on the planning register. The planning register contains the main information in the file pertaining to the planning application. However, the Planning Service will keep the planning application file in its entirety and this will form a permanent record of planning decisions and will provide information about the planning history of the application and the site, along with other information, some of which may form part of the “land search”.

How we share your information: 

We do not sell your information to other organisations. We do not move your information

beyond the UK. We do not use your information for automated decision making.

Details of planning applications, including supporting documents provided either by you/your agent and those provided to you by third parties e.g. surveys, expert opinions etc, will be available online so that people can comment on planning applications as part of the consultation period. We will sometimes need to share the information we have with other departments within the Council, for example, when we need to establish or investigate certain planning matters or other Council related matters.We also ask a sample of applicants to participate in a follow-up “how did we do?” survey to see how we can improve it.

Redaction: 

We operate a policy where we routinely redact the following details before making forms and

documents available online: 

● Personal contact details for the applicant - e.g. telephone numbers, email addresses

● Signatures provided on the application form

● Special Category Data - e.g. supporting statements that include information about medical history, ethnic origin, financial or business information

● Information clearly agreed to be confidential 

Sometimes we might decide it is necessary, justified and lawful to disclose data that appears in the list above. In these circumstances we will let you know of our intention before we publish anything. 

If you are submitting supporting information which you would like to be treated confidentially

or wish to be specifically withheld from the public register, please let us know as soon as you

can - ideally in advance of submitting the application. The best way to contact us about this

issue is cynllunio@gwynedd.llyw.cymru.

Retention: 

We process many different types of information and the specific retention periods are available on request.

Complaints and problems

If you think we have got something wrong or there is a reason you would prefer for something not to be disclosed please contact us to discuss your concerns by e-mailing: cynllunio@gwynedd.llyw.cymru 

If you need to make a complaint specifically about the way we have processed your data you may contact the Council’s Data Protection Officer. 

Gwynedd Council is committed to protecting your privacy. This privacy notice should be viewed alongside the Council’s privacy notice.

Gwynedd Libraries is fully committed to compliance with the requirements of the General Data Protection Regulation (GDPR) that comes into effect from 25 May 2018.

When deciding what personal information to collect, use and hold, we are committed to making sure that we will:

• Only collect, hold and use personal information where it is necessary and fair to do so.

• Keep your personal information secure and safe.

• Securely dispose of any personal information when it is no longer needed.

• Be open with you about how we use your information and who we share it with; and

• Adopt and maintain best practice high standards in handling any personal information.

This privacy notice explains how we use any personal information we collect about you when you use our services.

What information do we collect about you?

We collect information about you when you register to join the library to access our services. This information may include your name, date of birth, e-mail address, postal address, and telephone or mobile number.

We will use this information to provide the services requested, maintain accurate records, and, if you agree, to send you marketing information about events or services we offer.

We also collect information when you voluntarily complete customer surveys, or provide feedback.

Website usage information is collected using cookies. Details about how we use cookies can be found on our website. 

How will we use the information about you?

The information we collect about you is necessary for the performance of the contract between us.

It is used:

• for the purpose for which you provided the information, i.e. to become a member of the library service;

• to enable us to communicate with you, and provide you information about library services;

• to enable us to effectively manage your customer account, and to ensure the collection of any charges that you may incur as a member of the library;

• to monitor our performance in providing services to you;

• to gather statistical information to allow us to plan future provision of services and to obtain your opinion about our services.

We may also send you marketing information, if you have consented for us to do so.

Keeping your personal data safe

Your personal information is kept securely on a shared library management system which stores borrower records on a database. This is a partnership between Welsh Library authorities. Our services work together to share costs and offer enhanced services to customers.

Your data will only be used for the purposes of managing your library use and is used in a way that protects your privacy.

Your data may also be accessible to the suppliers of our library management systems. These suppliers have committed to handling data in accordance with the requirements of the General Data Protection Regulation (GDPR), and will only do so to the extent that is required to maintain the library management systems.

Disclosing information to outside parties

We will not disclose your information to any other 3rd party, except where required by law.

The Council is required by law to protect the public funds it administers and so may use any information you have provided for the prevention, detection and investigation of fraud and irregularity, for the performance of a contract, or, task carried out in the public interest, or to comply with a legal obligation. Part 6 of the Local Audit and Accountability Act 2014 and the Accounts and Audit (Wales) Regulations are the Legal basis.

We will not share your information for marketing purposes with companies outside Gwynedd Libraries. Your information will not be transferred or shared with any organisation outside of the European Economic Area (EEA).

The information you provide may be used for research, historical or statistical purposes. Where this is the case the relevant data will be anonymised first to remove any identifying features.

If you consent to us collecting and sharing information about your ethnic background, your religious beliefs, or any disability that you may have we will only do so in order to meet our duties under the Equality Act 2010 and to ensure that the service that we provide to you is suitable for your needs.

How long we will hold your information

Our document retention schedules contain information about how long we keep different types of information, please see our Terms & Conditions. When we dispose of personal information, we will do so in a secure way.

How to contact us

Please contact us if you would like update your personal details, or you wish to cancel your library membership:

• Email: Llyfrgell@gwynedd.llyw.cymru

• Telephone: (01286) 679465

• Write to: Gwynedd Libraries, Allt Pafiliwn, Carenarfon, Gwynedd. LL55 1AS

Your information rights and accessing your records

You may wish to know your information rights and/or access a copy of your records under the Data Protection legislation. Please see the Gwynedd Council Privacy Notice for further information.

This statement confirms how and what information the Children and Supporting Families Department keeps about an individual. The Department keeps information about any individual who has come into contact with the Department, whether they are currently receiving services or have received services in the past.

Why do we collect the information?

We need to use information about you to:

• assess your social care needs and discuss the services available to meet those needs

• monitor your progress and care

• provide care and assistance

• investigate allegations of an offence or abuse

• investigate complaints

• look at the quality of services

Providing the most basic information is a sensitive matter. You have a legal right to expect any information you are providing to be treated with confidence and kept secure. The Council has measures in place that protect the privacy of individuals during this process.

Justification for Collecting and Recording Personal Information 

Gwynedd Council's Children and Supporting Families Department will collect the personal information in order to protect and provide support to children under the Social Services and Well-being (Wales) Act 2014 together with any reference to other acts and regulations such as the Children Act 1989. Processing this personal information is necessary for the Department:

1. to respond to Health and Social Care needs.

2. as it is undertaking a task in the public's interest.  

The Department will not use your information for making automated decisions or for profiling.

Data we are allowed to collect

• Date of Birth, name, address, family details,

• Phone Details

• E-mail address

• National Insurance No. (in some cases)

• Personal reference number e.g. Social Services number, Health Service number

• Financial situation e.g. income, expenditure, bank details

• Lifestyle and social circumstances

• Record of previous complaints

• Safeguarding reports

• Medical details

• Personal circumstances e.g. accommodation status

• Photo ID, description of appearance and behaviour

• Details of physical and mental health

• Race and ethnicity

• Religious beliefs

• Crimes, cases against you, outcomes and convictions

The records are kept on paper or on computer. They are dealt with confidentially and kept secure at all times. 

Some types of information are sensitive e.g. health, race, ethnicity, religious beliefs. The legal basis for processing this information is because we provide a health and social care service.

With whom will we share the information?

In some circumstances the Council must share your information with external partners and the third sector if it relates to the care provision. These include, but not limited to, the following:

• Other Council departments, including the Education Department

• Other councils

• Third Sector providers

• Welsh Government

• Government Departments such as the HMRC and the DWP

• The Police

• Credit Agencies

• Health Services

• The Probation Service

• Care Inspectorate Wales

• Housing Associations and Providers

• Residential Care Homes

• Community Care Service Companies

• Representatives who act on behalf of individuals in a situation where the person does not have the capacity to make his/her own decisions.

• Office of the Public Guardian

• Banks and Building Societies

Information is shared in cases of genuine need, where we can improve the services that is provided to the individual. The information will not be shared unless there is a legal requirement to do so.  We will not transfer your information to another country.

For how long will we keep your information?

The Department will keep your information in accordance with the Department's policy about information involving children. We have a list of retention periods for the Department's work. For further information, please contact the Customer Care Officer. Your information will be disposed of securely once the retention period ends.

Will you be able to see what information the Department is keeping about you?

You have the right to ask for all the personal information the Department is keeping about you. In some circumstances, it will be possible to release all the information but in other circumstances this will not be possible, because:

• it includes information about other people; or

• that a professional believes that it would cause serious harm to the physical or mental well-being of the individual or anyone else.

If we cannot allow you access to your information we will explain the reason for refusal. 

How do I make a request to see the information the Department is keeping about me?

• Download the application form to request access to personal information

• Send us a letter or an e-mail

• Ask in person

Usually, we will ask you to provide proof of identity.

As soon as we receive proof of your identity, we will then process your application within a month, or we have the right to extend this period to two months if the request is lengthy or complex.

How to contact us?

For more information, or if you wish to obtain a copy of the application form on e-mail or in the post, please contact us on the following:

Customer Care Officer – Children and Supporting Families

• Tel: 01286 679151

• E-mail: gcgc@gwynedd.llyw.cymru

• Address: Customer Care Officer, Children and Supporting Families Department, Gwynedd Council, Shirehall Street, Caernarfon, LL55 1SH 

How can to get more information about your rights?

For more information go to the Privacy Statements and Cookies page.

Sharing your information with Welsh Government 

Some of the information held about you will be shared with Welsh Government. This will help them to carry out research to improve the care and support provided to you and other people in Wales. The information will be shared lawfully and will only be used by the Welsh Government for research in support of official business. 

What information will be shared with Welsh Government?

• Some personal information about you, such as:

-       date of birth

-       gender

-       ethnic group

-       disability status

-       other health information 

• Basic details of the care or support provided to you

• Information from your school about your education

• Your name will not be shared

• Names of your family and/or carers will not be shared

• Your address will not be shared

How will my information be used by Welsh Government?

• To help with planning services for people in Wales

• To measure how well services are being provided so that they can be improved

• To help conduct research into people’s well-being - this may involve combining it with other information, e.g. health or education data

• No action will be taken in relation to you personally

• You will not be identified in any reports

• Information will never be shared or combined in a way that could lead to you being identified

What are my rights relating to the use of my data?

• Right to be informed (this notice)

• Right to access the personal data Welsh Government holds on you

• Right to (in certain circumstances) object or restrict processing of your information

• Right to (in certain circumstances) for your data to be ‘erased’

• Right to lodge a complaint with the Information Commissioner’s Office (ICO) who is our independent regulator for data protection

Is my information secure?

The information shared with Welsh Government will be sent and stored securely. It will only ever be shared with others under careful controls, to ensure it is only used in the ways listed here.

Is collecting the data lawful?

Welsh Government are collecting these data using powers set out in legislation and to ensure we are able to fulfil public functions and statutory requirements.

How long will you keep the data

Welsh Government will keep the data until the child / adults 25th birthday. After this point the data will be anonymised and continue to be used only for statistical and research purposes.

Further information

For a full description of the information being shared with Welsh Government; your rights and the relevant legal information; and complaints, please use the link below, or write to us via the address below.

• Website: http://gov.wales/statistics-and-research/local-authority-social-services-data-collections/?lang=en

• Postal Address: Data Collection Team, Knowledge and Analytical Services, Welsh Government, Floor 4 South, CP2, Crown Buildings Cathays Park Cardiff CF10 3NQ

• E-bost: stats.pss@gov.wales

Purpose

The purpose of the Youth Engagement and Progression Framework is to identify and support young people 11-24 years old is to continue or re-engage with education, training or employment. 

Why do we collect your information?

We use information about you to:

• identify young people most at risk of disengagement

• identify young people not in education/employment and training

• identify, broker and co-ordinate support for young people

• ensure efficient tracking systems are in place

• identify young people currently not accessing any mainstream support and/or provision.

• support young people at key transition stages and ensure suitable provision is available.

• prevent duplication of provision and ensure operational efficiency.

• ensure greater accountability for better outcomes for young people

Justification for Collecting and Recording Personal Information

Part 1, Chapter 2 Education Act 1996
Section 2, Local Government Act 2000 

Data we are allowed to collect

• Forename

• Surname

• Date of Birth

• Address

• Phone Number and contact details

• Gender

• Information about a physical or mental health condition

• Information about Offenses

• Qualifications achieved/results

• Learner Profiling Tool Key Indicators

• Details of any involvement with key organisations

• Personal Barriers or circumstances contributing to young person being at risk of not engaging in education, training or employment. 

With whom will we share the information

In some circumstances the Council must share your information with external partners and the third sector if it is necessary to arrange appropriate support for you. These include the following:

• Gwynedd Secondary School

• Careers Wales

• Grwp Llandrillo Menai

• Gisda

• Job Centre

• North Wales Training

• Agoriad Cyf

• Action for Children

• PaCE – Llywodraeth Cymru

• Youth Justice Service

• Probation Service

• Sylfaen Cyf

• European Social Fund Project Providers

For how long will we keep your information?

Your information will be held for a period of 7 years after the end of supporting individuals.

How do I make a request to see the information the Department is keeping about me?

To find information on how to request to see any information help, go to Privacy Notices and Cookies

Purpose and legal basis for processing

Flying Start is a Welsh Government funded project.

Our purpose is to provide a service to parents and children under 4 years of age in disadvantaged areas in Gwynedd. This involves the provision of quality, part-time childcare for 2-3 year olds, an enhanced health visiting service, access to parenting programmes and speech, language and therapy support.

In order to do this we need to collect personal information about you and your family.

We must do this in line with data protection legislation, i.e. the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

The legal basis we rely on to process your personal data is article 6(1)(e) of the GDPR, which allows us to process personal data when this is necessary to perform our public task.

If the information you provide us contains special category data, such as health, religious or ethnic information the legal basis we rely on to process it are  articles 9(2)(g) and (h) of the GDPR which mean that we are processing in the substantial public interest and for health purposes.

What we need and why we need it

We will share information about you, such as your name and address. However, we will also share more detailed information about your child’s developmental needs. We do this in order to provide you with the best possible service and to tailor the support to your specific needs.

What do we do with it

We will record your details on our system. Your information may also be shared with relevant partners such as health and education.

This will be done on a case by case basis and only if and when required.

How long do we keep it

Your information will be kept in line with national retention guidance for public bodies.

Your rights

A number of rights are available under data protection legislation. For further information about your rights and details of the Council’s Data Protection Officer please see Your rights

Purpose and legal basis for processing

We collect personal information about you and your child / young person in order to provide you with information, assessment, intervention and support. The information will not be used for any other purpose.

Our legal basis under the General Data Protection Regulation is Article 6(1)(c) public task and Article 9(2)(h) because it is part of our function to provide health and social care.

We will rely on your consent to share information with organisations outside health and social care.

What we collect

In broad terms we will collect and record information such as name, address, date of birth, contact details and relevant educational / medical information.

Who do we share it with

We will share the information with  Health Board staff eg community paediatricians and nurses, other Council departments and where necessary, with schools, colleges, GPs, nurseries and Carers Outreach.

How long we keep it

We will hold it in accordance with our retention policy. At the end of the retention period, the information will be securely destroyed.

Your rights

f you want to know more or make a complaint, please contact the Council's Data Protection Officer: DataProtectionOfficer@gwynedd.llyw.cymru 

What your personal information is used for 

The Youth Justice Service (YJS) uses information about children, young people and their families who receive a service to carry out specific functions to prevent offending or reoffending. We collect and hold information in order

• to assess the needs of young people and offer help

• to deliver the YJS across Gwynedd and Anglesey for service improvement, planning and performance

Why we are allowed to use your information

The Youth Justice Service (YJS) works with young people who come into contact with the criminal justice system because they have committed an offence or are at risk of offending.

The YJS collects and lawfully processes information about individuals under the following legislation:-

• Crime and Disorder Act 1998

• Criminal Justice Act 2003

• Legal Aid Sentencing and Punishment of Offenders Act 2012

• Offender Management Act 2007

• Police and Criminal Evidence Act 1994

• Children’s Act 1989

• Children’s Act 2004

• Social Services and Well-being Act (Wales) 2014

The type of personal information we collect

In order to provide our service users with high quality and safe services which are relevant to their needs, the YJS will collect and hold information about individuals. This may include, but is not limited to: 

• basic details such as name, date of birth, address and contact details

• parents/carers, family members - name, address, contact details

• offending history

• assessments

• all contacts with the YJS

• housing records

• education records 

• police reports 

• information about victims of youth crime

We also collect the following special category data:

• gender

• ethnicity

• religion

• medical information

• information from other professionals who may be involved e.g. CAMHS, substance misuse, speech and language 

We collect information in the following ways: 

• face to face 

• secure email

• post

• telephone

Who we will share your information with

Sharing information helps us to provide service users with the best interventions and support possible. We will only share relevant information about you with other services when they are involved in your care and support or where there is a legal basis for doing so. 

There are a range of professionals who may be involved in providing services to you and where necessary will be provided with relevant information about you. 

Agencies we share information with, or obtain information from include the following, but this list is not exhaustive:-

• Police

• Judicial agencies (HM courts and tribunal services, solicitors)

• Children’s Social Care

• National Probation Service

• Health services (health visitors, school nurses, GP’s, consultants)

• Education services/providers

• Housing services/providers

• Revenues and benefits

• Drug and alcohol services

• Prisons/secure estates

• Other youth offending teams/services

• Youth Justice Board

How your information is stored

The security of your personal information is important to us. The records we keep about you are secure and treated as confidential The Council has a range of procedures, policies and systems to ensure that access to your records are controlled appropriately. 

Anyone who receives information from us is also under a legal duty to only use the information for the purposes agreed and keep the information secure and confidential. 

Will this information be transferred abroad?

We do not process your personal data outside of the United Kingdom

Will your information be used to make automated decisions?

No the information will not be used to make automated decisions

How long we will keep your personal information and why

We must keep business records of our involvement with you in both paper and electronic format. The type of service you receive will determine how long we have to keep your personal information. Data is held no longer than is necessary.

For information about our retention periods, please contact the Council’s Data Protection Officer.

Your rights and details of the Data Protection Officer

For information about your rights, and details of the Council’s Data Protection Officer please see Privacy notice . 

This statement confirms how and what information the Adults, Health and Well-being Department keeps about an individual.

Why do we collect the information?

We need to use information about you to:

• Assess your social care needs and discuss the services available to meet those needs, to discuss what is important to you and work to agree on support that meets your personal objectives.

• monitor and review your progress and care in relation to meeting your personal objectives

• provide care and support

• investigate complaints

• look at the quality of services

Providing the most basic information is a sensitive matter. You have a legal right to expect any information you are providing to be treated with confidence and kept secure. The Council has measures in place that protect the privacy of individuals during this process.

Justification for Collecting and Recording Personal Information 

Gwynedd Council's Adults, Health and Well-being Department will collect the personal information as it is a legal duty under the Social Services and Well-being (Wales) Act 2014. Processing this personal information is necessary for the Department:

1.    to respond to Health and Social Care needs. 
2.    as it is undertaking a task in the public's interest.  

The Department will not use your information to make automated decisions or for profiling.

Data we are allowed to Collect

• Date of Birth, name, address, family details,

• Phone Details

• E-mail address

• National Insurance No. (in some cases)

• Personal reference number e.g. Social Services number, Health Service number

• Employer's details

• Financial situation e.g. income, expenditure, bank details

• Lifestyle and social circumstances

• Record of previous complaints

• Safeguarding reports

• Details of Power of Attorney

• Medical details

• Personal circumstances e.g. accommodation status

• Photo ID, description of appearance and behaviour

• Details of physical and mental health

• Race and ethnicity

• Religious beliefs

• Crimes, cases against you, outcomes and convictions

• Sexual orientation

The records are kept on paper or on computer. They are dealt with confidentially and kept secure at all times. 

Some types of information are sensitive e.g. health, race, ethnicity, religious beliefs. The legal basis for processing this information is that we provide a health and social care service.

With whom will we share the information?

In some circumstances the Council must share your information with external partners and the third sector if it relates to the care provision. These include, but are not limited to, the following:

• Other Council Departments

• Other councils

• Third Sector providers

• Government Departments such as the HMRC and the DWP

• The Police

• Credit Agencies

• Health Services

• The Probation Service

• CSIW

• Housing Associations and Providers

• Residential Care Homes

• Community Care Service Companies

• Representatives who act on behalf of individuals in a situation where the person does not have the capacity to make his/her own decisions.

• Office of the Public Guardian

• Banks and Building Societies

• Safeguarding Adults Board

• North Wales Fire Service 

Information is shared in cases of genuine need, where we can improve the services that it provided to the individual. The information will not be shared unless there is a legal requirement to do so. We will not transfer your information to another country.

For how long will we keep your information?

The Department will only retain your information for as long as is necessary. We have a list of retention periods for the Department's work. For more information, please contact the Information Officer. Your information will be disposed of securely as soon as the retention period ends.

Will you be able to see the information the Department is keeping about you?

You have the right to ask for all the personal information the Department is keeping about you. In some circumstances, we will not be able to allow you to see the information, or parts of it, because:

• it includes confidential information about other people; or

• that a professional believes that it would cause serious harm to the physical or mental well-being of the individual or anyone else; or

• in circumstances where there is sensitive business information

If we cannot allow you access to your information we will explain the reason for refusal. 

How do I make a request to see the information the Department is keeping about me?

• Download the application form to request access to personal information

• Send us a letter or an e-mail

• Ask in person

Usually, we will ask you to provide proof of identity.

As soon as we receive proof of your identity, we will then process your application within a month, or we have the right to extend this period to two months if the request is lengthy or complex.

How to contact us?

For more information, or if you wish to obtain a copy of the application form on e-mail or in the post, please contact us on the following:

Adults, Health and Well-being Information Officer

• Phone: 01286 679 223

• E-mail: gcgc@gwynedd.llyw.cymru

• Address: Adults, Health and Well-being Information Officer, Gwynedd Council, Shirehall Street, Caernarfon, LL55 1SH

How to get more information about your rights?

For more information please visit the Privacy Statements and Cookies page.

Department for Adults, Health and Well-Being: Adults

The following privacy notice applies to the Adults service within the Adults, Health and Well-being department provided by Gwynedd Council. It should be read in addition to the Adult, Health and Well-being services privacy statement.

Purpose for processing your information?

We need to process your information to:

• Provide a care service for Gwynedd people

• Assessment of physical well-being, mental and emotional health

• Safeguarding from harm and neglect

• Assessment of care needs

• Financial Assessment

Providing the most basic information is a sensitive issue. You have a legal right to expect any information you provide to be treated confidentially and kept securely. The Council has measures in place that protect the privacy of the individual during this process.

Justification for Collecting and Recording Personal Information

The Adults’ service will collect the personal information as it is a legal duty on us or form part of our public task under:

Social Services and Well-Being (Wales) ACT 2014

For sensitive information, our legal basis is the need to provide health and social care services. 

Information we can collect

• Date of birth, name, address, family details

• Telephone Details

• E-mail Address

• National Insurance Number (in some cases)

• Personal Reference Number e.g. Social Service number, Health Service number

• Employer Details

• Family Details (In cases where the customer lacks mental capacity, were appointed and/or those with a Lasting power of Attorney.)

• Financial Position e.g. income, expenditure, bank details

• Lifestyle and social circumstances

• Opinion and decision

• Record of previous complaints

• Personal appearance and behaviour

We may also process sensitive (special category) information, relevant to individual cases, for the provision of mental health services, which may include, among others, some of the following:

• Physical and/or mental health details

• Racial or ethnic origin

• Religious or other beliefs

• Offences (including alleged offences), criminal proceedings, consequences and sentences

• Political Affiliation/opinion

• Sexual Orientation

Records are kept on paper or on a computer. They are treated confidentially and are always held securely.

With whom will we share the information?

In some circumstances, the Council will have to share your information with external and third sector partners if it is relevant to the provision of care. These include but are not limited to the following:

• Police

• Health including – GP’s, Hospitals, Betsi Cadwaladr University Health Board, Clinical Commissioning Groups, Care Homes

• Anonymised statistical data is shared with NHS Digital

• Independent Best Interests Assessors and Mental Health Assessors

• Representatives who act on your behalf if you have no ability to make decisions about your care.   Including amongst others:

• An Independent Mental Capacity Advocate;

• Those with a lasting power of attorney

• Court-Appointed Deputy

• Nominated Representative/nearest family member

• Other family Members with an interest in your mental health and care

• Court of Protection

• Conwy County Safeguarding Services

• Appropriate adult Team (teams)/children's social care

• Other Conwy County Borough Council Services as appropriate including Legal Services

• North Wales Fire Service

Information is shared in cases of real need, where we can improve on the service offered to the individual. The information will not be shared as such unless there is a legal requirement to do so. We will not pass on your information to another country.

How long will we keep your information?

The service will keep your information only for as long as is necessary. This will normally be a minimum of six years. We have a list of retention periods for the Department's work. For Further information please contact the Information Officer.

After the retention period, your information will be securely disposed.

Can you see what information the service holds about you?

You have the right to ask for all the personal information the service holds about you. In Some circumstances, we will not be able to let you see the information, or part of it, because:

• It contains confidential information about other people; or that a professional believes that it would cause serious harm to the physical or mental well-being of the individual or someone else

If we cannot give you access to your information we will explain the reason for refusal.

How do I apply to see the information the Department holds about me?

• Download the access to personal Information application form

• Send us a letter or e-mail

• Ask verbally

Normally, you will be asked to provide a proof of your identity.

Once we have received proof of your identity, we will then process your application in 1 month, or we are entitled to extend this period to 2 months if the application is bulky or complex.

How to contact us?

For more information, or if you wish to receive an application form by e-mail or post, please contact us on the details below:

Information Officer Department for Adults, Health and Well-being

• Telephone: 01286 679 223

• E-mail: mailto:gcgc@gwynedd.llyw.cymru

• Address: Information Officer, Department for Adults, Health and Well-Being, Gwynedd Council, Shirehall Street, Caernarfon, LL55 1SH

How to get more information about your rights?

For more information, see the Privacy Statements and Cookies page. 

The following privacy notice applies to the provider service within the Adults, Health and Well-being department provided by Gwynedd Council. It should be read in addition to the Adult, Health and Well-being services privacy statement.

Purpose for processing your information?

We need to process your information to:

• Provide a care service for Gwynedd people

• Assessment of physical well-being, mental and emotional health

• Safeguarding from harm and neglect

• Assessment of care needs

• Financial Assessment

Providing the most basic information is a sensitive issue. You have a legal right to expect any information you provide to be treated confidentially and kept securely. The Council has measures in place that protect the privacy of the individual during this process.

Justification for Collecting and Recording Personal Information

The provider service will collect the personal information as it is a legal duty on us or form part of our public task under:

Social Services and Well-Being (Wales) ACT 2014

For sensitive information, our legal basis is the need to provide health and social care services. 

Information we can collect

• Date of birth, name, address, family details

• Telephone Details

• E-mail Address

• National Insurance Number (in some cases)

• Personal Reference Number e.g. Social Service number, Health Service number

• Employer Details

• Family Details (In cases where the customer lacks mental capacity, were appointed and/or those with a Lasting power of Attorney.)

• Financial Position e.g. income, expenditure, bank details

• Lifestyle and social circumstances

• Opinion and decision

• Record of previous complaints

• Personal appearance and behaviour

We may also process sensitive (special category) information, relevant to individual cases, for the provision of mental health services, which may include, among others, some of the following:

• Physical and/or mental health details

• Racial or ethnic origin

• Religious or other beliefs

• Offences (including alleged offences), criminal proceedings, consequences and sentences

• Political Affiliation/opinion

• Sexual Orientation

Records are kept on paper or on a computer. They are treated confidentially and are always held securely.

With whom will we share the information?

In some circumstances, the Council will have to share your information with external and third sector partners if it is relevant to the provision of care. These include but are not limited to the following:

• Police

• Health including – GP’s, Hospitals, Betsi Cadwaladr University Health Board, Clinical Commissioning Groups, Care Homes

• Anonymised statistical data is shared with NHS Digital

• Independent Best Interests Assessors and Mental Health Assessors

• Representatives who act on your behalf if you have no ability to make decisions about your care.   Including amongst others:

• An Independent Mental Capacity Advocate;

• Those with a lasting power of attorney

• Court-Appointed Deputy

• Nominated Representative/nearest family member

• Other family Members with an interest in your mental health and care

• Court of Protection

• Conwy County Safeguarding Services

• Appropriate adult Team (teams)/children's social care

• Other Conwy County Borough Council Services as appropriate including Legal Services

• North Wales Fire Service

Information is shared in cases of real need, where we can improve on the service offered to the individual. The information will not be shared as such unless there is a legal requirement to do so. We will not pass on your information to another country.

How long will we keep your information?

The service will keep your information only for as long as is necessary. This will normally be a minimum of six years. We have a list of retention periods for the Department's work. For Further information please contact the Information Officer.

After the retention period, your information will be securely disposed.

Can you see what information the service holds about you?

You have the right to ask for all the personal information the service holds about you. In Some circumstances, we will not be able to let you see the information, or part of it, because:

• It contains confidential information about other people; Or that a professional believes that it would cause serious harm to the physical or mental well-being of the individual or someone else

If we cannot give you access to your information we will explain the reason for refusal.

How do I apply to see the information the Department holds about me?

• Download the access to personal Information application form

• Send us a letter or e-mail

• Ask verbally

Normally, you will be asked to provide a proof of your identity.

Once we have received proof of your identity, we will then process your application in 1 month, or we are entitled to extend this period to 2 months if the application is bulky or complex.

How to contact us?

For more information, or if you wish to receive an application form by e-mail or post, please contact us on the details below:

Information Officer Department for Adults, Health and Well-being

• Telephone: 01286 679 223

• E-mail: mailto:gcgc@gwynedd.llyw.cymru

• Address: Information Officer, Department for Adults, Health and Well-Being, Gwynedd Council, Shirehall Street, Caernarfon, LL55 1SH

How to get more information about your rights?

For more information, see the Privacy Statements and Cookies page. 

The following privacy notice applies to the learning disabilities service within the Adults, Health and Well-being department provided by Gwynedd Council. It should be read in addition to the Adult, Health and Well-being services privacy statement.

Purpose for processing your information?

We need to process your information to:

• Assess learning disabilities and care needs

• To provide the appropriate package of care

• Obtaining funding for learning disability services

• Provide safe scheme and safe & well checks

• Investigating complaints

• Support and manage our employees

• Anonymous information based on personal information, but not included, is used for service planning and statistical reporting and reporting to the Council and the Department of Health

Providing the most basic information is a sensitive issue. You have a legal right to expect any information you provide to be treated confidentially and kept securely. The Council has measures in place that protect the privacy of the individual during this process.

Justification for Collecting and Recording Personal Information

The learning disabilities service will collect the personal information as it is a legal duty on us or form part of our public task under:

• The Social Services and Well-Being (Wales) ACT 2014

• Mental Health Act 1983/2007

• Mental Capacity ACT 2005

• Deprivation of Liberty Safeguards 2009

• Care ACT 2014

For sensitive information, our legal basis is the need to provide health and social care services. 

Information we can collect

• Date of birth, name, address, family details

• Telephone Details

• E-mail Address

• National Insurance Number (in some cases)

• Personal Reference Number e.g. Social Service number, Health Service number

• Employer Details

• Family Details (In cases where the customer lacks mental capacity, were appointed and/or those with a Lasting power of Attorney.)

• Financial Position e.g. income, expenditure, bank details

• Lifestyle and social circumstances

• Opinion and decision

• Record of previous complaints

• Personal appearance and behaviour

We may also process sensitive (special category) information, relevant to individual cases, for the provision of mental health services, which may include, among others, some of the following:

• Physical and/or mental health details

• Racial or ethnic origin

• Religious or other beliefs

• Offences (including alleged offences), criminal proceedings, consequences and sentences

• Political Affiliation/opinion

• Sexual Orientation

Records are kept on paper or on a computer. They are treated confidentially and are always held securely.

With whom will we share the information?

In some circumstances, the Council will have to share your information with external and third sector partners if it is relevant to the provision of care. These include but are not limited to the following:

• Police

• Health including – GP’s, Hospitals, Betsi Cadwaladr University Health Board, Clinical Commissioning Groups, Care Homes

• Anonymised statistical data is shared with NHS Digital

• Independent Best Interests Assessors and Mental Health Assessors

• Representatives who act on your behalf if you have no ability to make decisions about your care.   Including amongst others:

• An Independent Mental Capacity Advocate;

• Those with a lasting power of attorney

• Court-Appointed Deputy

• Nominated Representative/nearest family member

• Other family Members with an interest in your mental health and care

• Court of Protection

• Conwy County Safeguarding Services

• Appropriate adult Team (teams)/children's social care

• Other Conwy County Borough Council Services as appropriate including Legal Services

• North Wales Fire Service

Information is shared in cases of real need, where we can improve on the service offered to the individual. The information will not be shared as such unless there is a legal requirement to do so. We will not pass on your information to another country.

How long will we keep your information?

The service will keep your information only for as long as is necessary. This will normally be a minimum of six years. We have a list of retention periods for the Department's work. For Further information please contact the Information Officer.

After the retention period, your information will be securely disposed.

Can you see what information the service holds about you?

You have the right to ask for all the personal information the service holds about you. In Some circumstances, we will not be able to let you see the information, or part of it, because:

• It contains confidential information about other people; or that a professional believes that it would cause serious harm to the physical or mental well-being of the individual or someone else

If we cannot give you access to your information we will explain the reason for refusal.

How do I apply to see the information the Department holds about me?

• Download the access to personal Information application form

• Send us a letter or e-mail

• Ask verbally

Normally, you will be asked to provide a proof of your identity.

Once we have received proof of your identity, we will then process your application in 1 month, or we are entitled to extend this period to 2 months if the application is bulky or complex.

How to contact us?

For more information, or if you wish to receive an application form by e-mail or post, please contact us on the details below:

Information Officer Department for Adults, Health and Well-being

• Telephone: 01286 679 223

• E-mail: mailto:gcgc@gwynedd.llyw.cymru

• Address: Information Officer, Department for Adults, Health and Well-Being, Gwynedd Council, Shirehall Street, Caernarfon, LL55 1SH

How to get more information about your rights?

For more information, see the Privacy Statements and Cookies page.

The following privacy notice applies to the protection of vulnerable adults service within the Adults, Health and Well-being department provided by Gwynedd Council. It should be read in addition to the Adult, Health and Well-being services privacy statement.

Purpose for processing your information?

We need to process your information to:

• Investigate and respond to any protection of vulnerable adults.

• Protection from harm or neglect

• Ensuring the mental and physical well-being of a service user

Providing the most basic information is a sensitive issue. You have a legal right to expect any information you provide to be treated confidentially and kept securely. The Council has measures in place that protect the privacy of the individual during this process.

Justification for Collecting and Recording Personal Information

The protection of vulnerable adults’ service will collect the personal information as it is a legal duty on us or form part of our public task under:

Social Services and Well-Being (Wales) ACT 2014

For sensitive information, our legal basis is the need to provide health and social care services. 

Information we can collect

• Date of birth, name, address, family details

• Telephone Details

• E-mail Address

• National Insurance Number (in some cases)

• Personal Reference Number e.g. Social Service number, Health Service number

• Employer Details

• Family Details (In cases where the customer lacks mental capacity, were appointed and/or those with a Lasting power of Attorney.)

• Financial Position e.g. income, expenditure, bank details

• Lifestyle and social circumstances

• Opinion and decision

• Record of previous complaints

• Personal appearance and behaviour

We may also process sensitive (special category) information, relevant to individual cases, for the provision of mental health services, which may include, among others, some of the following:

• Physical and/or mental health details

• Racial or ethnic origin

• Religious or other beliefs

• Offences (including alleged offences), criminal proceedings, consequences and sentences

• Political Affiliation/opinion

• Sexual Orientation

Records are kept on paper or on a computer. They are treated confidentially and are always held securely.

With whom will we share the information?

In some circumstances, the Council will have to share your information with external and third sector partners if it is relevant to the provision of care. These include but are not limited to the following:

• Police

• Health including – GP’s, Hospitals, Betsi Cadwaladr University Health Board, Clinical Commissioning Groups, Care Homes

• Anonymised statistical data is shared with NHS Digital

• Independent Best Interests Assessors and Mental Health Assessors

• Representatives who act on your behalf if you have no ability to make decisions about your care.   Including amongst others:

• An Independent Mental Capacity Advocate;

• Those with a lasting power of attorney

• Court-Appointed Deputy

• Nominated Representative/nearest family member

• Other family Members with an interest in your mental health and care

• Court of Protection

• Conwy County Safeguarding Services

• Appropriate adult Team (teams)/children's social care

• Other Conwy County Borough Council Services as appropriate including Legal Services

• North Wales Fire and Service

Information is shared in cases of real need, where we can improve on the service offered to the individual. The information will not be shared as such unless there is a legal requirement to do so. We will not pass on your information to another country.

How long will we keep your information?

The service will keep your information only for as long as is necessary. This will normally be a minimum of six years. We have a list of retention periods for the Department's work. For Further information please contact the Information Officer.

After the retention period, your information will be securely disposed.

Can you see what information the service holds about you?

You have the right to ask for all the personal information the service holds about you. In Some circumstances, we will not be able to let you see the information, or part of it, because:

• It contains confidential information about other people; Or that a professional believes that it would cause serious harm to the physical or mental well-being of the individual or someone else

If we cannot give you access to your information we will explain the reason for refusal.

How do I apply to see the information the Department holds about me?

• Download the access to personal Information application form

• Send us a letter or e-mail

• Ask verbally

Normally, you will be asked to provide a proof of your identity.

Once we have received proof of your identity, we will then process your application in 1 month, or we are entitled to extend this period to 2 months if the application is bulky or complex.

How to contact us?

For more information, or if you wish to receive an application form by e-mail or post, please contact us on the details below:

Information Officer Department for Adults, Health and Well-being

• Telephone: 01286 679 223

• E-mail: mailto:gcgc@gwynedd.llyw.cymru

• Address: Information Officer, Department for Adults, Health and Well-Being, Gwynedd Council, Shirehall Street, Caernarfon, LL55 1SH

How to get more information about your rights?

For more information, see the Privacy Statements and Cookies page. 

The personal information collected will be used to confirm that you receive Housing Benefit or Universal Credit, find what support will fit your needs, help to improve the support you and others receive, that this support is value for money, and help us toplan for the future

Your personal information can be shared and used by; The Welsh Government, NHS Wales Informatics Services, Swansea University Secure Anonymised Information Linkage Databank, Wales Audit Office, European Commission, Supporting People Teams within other Local Authorities across North Wales, Housing Benefit, Support Providers and the Department of Work and Pensions.

The processing of your personal data is necessary for the purposes of administering the Gwynedd Supporting People Programme grant (funded by the Welsh Government), which we do as part of our function as a public authority. Gwynedd Council will retain your information for 6 years from the end of your support, in line with Financial Regulations.

For further information about how Gwynedd Council processes personal data, your rights and details of how to make a complaint, please see our privacy notice on our website or request a copy from the Council.

If you feel the Council have mishandled your personal data at any time, you can make a complaint to the Information Commissioners Office by visiting their website or calling their

The Council is a partner in the above schemes, which enable older people to live independently but also provide care and support 24 hours a day.

The following explains how we handle your personal information if you apply to join the schemes.  

Purpose and legal basis for processing
When you apply to become a tenant, we use your personal information to assess your needs.

Once you become a tenant, we use your information to ensure that the service we provide is appropriate for your care needs.

The legal basis we use for this is the public task basis under Article 6(1)(e) of the GDPR.

For health and other sensitive information, we rely on Article 9(2)(h) because the information is being used for health and social care purposes.

With whom your information is shared
We will share your information with Grwp Cynefin and Betsi Cadwaladr University Health Board, partners in the scheme, in order to co-ordinate your care needs.

Your information is not shared with anyone else.

We do not use external data processors.

How long we keep it
Your information will be stored on paper and on a computer system for a period of 6 years after death.

Your rights

Please got to the Rights section 

Your personal information is collected in order to provide you with a service.  We won’t collect your information unless there is a specific, explicit and legitimate purpose for doing this.

The collection and processing of information is necessary in order for us to perform a task in the public interest, in the exercise of official authority, or to comply with a legal obligation.

We will not use your data for profiling or to make automatic decisions.

We will only share your information with other organisations in order to provide you with a service and fulfil our statutory duties under the Housing Act (Wales) 2014, such as Housing Providers, Housing Options Team, Tenancy Support Service, Housing Support Providers, Third Sector Providers, Probation Service, DWP, Social Service and the Health Service.

However, there may be certain circumstances where we will need to share without consent, such as when we are required to do so by law, to safeguard public safety, and in risk of harm or emergency situations

Any information shared will be on a need-to-know basis only, with the appropriate individuals and the minimum information for the purpose.

As a public authority, Gwynedd Council is also required by law to protect the public funds it administers. We may share information provided to us with other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud.

We will only keep your information as long as is necessary to carry out our function. Information will be kept up to a maximum of 5 years, unless there is ongoing involvement with the service, and will be disposed of securely.

For more information about your rights please contact: DataProtectionOfficer@gwynedd.llyw.cymru 

Information for Families about our use of personal information

The information we collect about you is handled in accordance with data protection legislation. This means that the only records we can keep are relevant to the work we are doing with you. The records have to be accurate, up to date, secure and kept for a specific period only.

What information do we hold about you?

We record basic information about you, where you live, why you are using the Team Around the Family service and about the work that we are doing with you.

What is our legal basis for doing this?

Since we work under the Social Services and Well-being (Wales) Act 2014 we do this as part of our public task under Article 6(1)(e) of the General Data Protection Regulation and Article (2)(h) for sensitive information.

Why and with who do we need to share information?

We share information with people who are working directly with you as a family, to make sure that they will be able to work together more effectively to ensure that your family receives the right help at the right time.

This will cut down the number of times you or your child may be asked the same basic questions over and over again by different people.

We share information with the Health Board, Barnado’s, Y Bont, Social Services, the Education Department and schools.

Official inspectors might look at your record to check that the Team Around the Family is working properly and keeping clear and accurate records.

How long we keep your information?

We will your information for up to 25 years.

Your rights

You have the right to see information held about you and your child. For further information about your rights and details of the Data Protection Officer, please go to the Rights section of our website. 

This statement confirms how and what information the Housing Service (Adults, Health and Well-being Department) keeps about an individual.

Why do we collect the information?

We use your information to:

• assess your housing needs

• identify which other services could meet your needs

• to provide support and advice

• investigate complaints

• look at the quality of services

Providing the most basic information is a sensitive matter. You have a legal right to expect any information you are providing to be treated with confidence and kept secure. The Council has measures in place that protect the privacy of individuals during this process.

Justification for Collecting and Recording Personal Information 

The Housing Service will collect and process personal information for the following purpose:

• Compliance with a legal duty (relevant laws include the Housing Act 2004, the Construction and Regeneration Grants Act 1996 and the Housing (Wales) Act 2014)

• Carrying out a task in the public interest

• Consent

The Department will not use your information for making automated decisions or for profiling.

Data we are allowed to collect

• Date of Birth, name, address, family details,

• Phone Details

• E-mail address

• National Insurance No. (in some cases)

• Employer's details

• Financial situation e.g. income, expenditure, bank details

• Lifestyle and social circumstances

• Record of previous complaints

• Medical details

• Personal circumstances e.g. accommodation status

• Photo ID, description of appearance and behaviour

• Details of physical and mental health

• Race and ethnicity

• Religious beliefs

• Crimes, cases against you, outcomes and convictions

The records are kept on paper or on computer. They are dealt with confidentially and kept secure at all times. 

Some types of information are sensitive e.g. health, race, ethnicity, religious beliefs. The legal basis under article 9(2)(g) of the general Data Protection regulation is used to process this information.

With whom will we share the information?

In some circumstances the Council must share your information with external partners and the third sector if relevant. These include, but not limited to, the following:

• Other Council Departments

• Housing Associations and Providers

• NEST

• Other councils

• Third Sector providers

• Government Departments such as the HMRC and the DWP

• The Police

• Health Services

• Welsh Government

• Banks and Building Societies

• Wales Audit Office

• European Commission

•  Age Cymru

•  Landlords

• Rent Smart Wales

• North Wales Fire Service

• Test Service

Information is shared in cases of genuine need, where we can improve the services that are provided to the individual.  The information will not be shared unless there is a legal requirement to do so. We will not transfer your information to another country.

For how long will we keep your information?

The Department will only retain your information for as long as is necessary. We have a list of retention periods for the Department's work.  Your information will be disposed of securely once the retention period ends.

For more information, please contact the: Information Officer.

Will you be able to see the information the Department is keeping about you?

You have the right to ask for all the personal information the Department is keeping about you. In some circumstances, we will not be able to allow you to see the information, or parts of is, because:

• it includes confidential information about other people; or

• that a professional believed that it would cause serious harm to the physical or mental well-being of the individual or anyone else; or

If we cannot allow you access to your information we will explain the reason for refusal. 

How do I make a request to see the information the Department is keeping about me?

• Download the application form to request access to personal information

• Send us a letter or an e-mail

• Ask in person

Usually, we will ask you to provide proof of identity.

As soon as we receive proof of your identity, we will then process your application within a month, or we have the right to extend this period to two months if the request is lengthy or complex.

Gypsy, Roma and Traveller Service privacy notice

The Council will use your information to undertake a Gypsy and Traveller accommodation assessment (GTAA). We are using your information because we have a legal duty under Part 3 of the Housing Wales Act 2014 as a Local Authority to undertake a Gypsy and Traveller accommodation assessment (GTAA).

We will share information such as your contact details (Name and Phone number) with the following organisation who will conduct the assessment on behalf of the council:

• Arc4 

The Council will not transfer your personal information to another country. 

The information you supply will be kept for 12 months. For further information about your rights and the Data Protection Officer’s contact:

SwyddogDiogeluData@gwynedd.llyw.cymru

Data Protection Officer
Research and Information Services
Corporate Support Department
Gwynedd Council
Stryd y Jel
Caernarfon
Gwynedd
LL55 1SH

How to contact us?

For more information, or if you wish to obtain a copy of the application form on e-mail or in the post, please contact us on the following:

Adults, Health and Well-being Information Officer

• Phone: 01286 679 223

• E-mail: gcgc@gwynedd.llyw.cymru 

• Address: Adults, Health and Well-being Information Officer, Gwynedd Council, Shirehall Street, Caernarfon, LL55 1SH

How to get more information about your rights?

For more information please visit the Privacy Statements and Cookies page

In accordance with General Data Protection Regulation (GDPR) which comes into force on 25thMay 2018, this notice sets out what Gwynedd Local Authority Education Service does with children’s and young peoples, personal and performance information, and any personal information relating to parents / guardians.

The information in this notice will be kept under review to incorporate any further changes communicated by the Information Commissioner’s Office.

The Collection of personal data

Gwynedd Local Authority Education Service collects information about children, young people and their parents or legal guardians when they go to a new school, they also collect information at other times during the school year. Information is also received from other schools when pupils transfer.

The Local Authority will also receive information on children/young people from the school / education establishment.

Upon receipt of the information the School and Local Authority becomes the data controller.

What information is held?

Personal and special category information that will be collected includes:

• Name

• Address

• Date of birth

• Gender

• Ethnic group

• Disability status

• Other health information

• Additional Learning Needs information

• National assessment and examinations results

• Attendance

• Information in relation to your education at school

What is happening with your information?

The information collected is used to safeguard children and young people and to ensure appropriate contact details are available to contact parents / guardians.

Gwynedd Local Authority Education Service also uses the information it collects to do research. It uses the results of the research to make decisions on policy and the funding of schools, to calculate the performance of schools and help them to set targets.

Gwynedd Education Service needs to use the information in order to provide services for children and young people e.g.:

• The provision of educational services to individuals;

• Monitoring and reporting on children / young people’s educational progress;

• The provision of welfare, pastoral care, and health services; additional educational needs, inclusion and transport requirements; exclusions, attendance and nursery data;

• The giving of support and guidance to children, young people, their parents and legal guardians;

• The organisation of educational events and trips;

• Planning and management of the school;

• Recording of monetary payments to and from pupils/students and parents/guardians;

We may use your information for automated decision making, including profiling. This is where we may make a decision automatically about you without human intervention.

Who is your information shared with?

Information is sent to Welsh Government on children and young people directly from schools and the Local Authority normally as part of statutory data collection which consists of the following:

• Post-16 data collection

• Pupil Level Annual School Census (PLASC)

• Educated other than at school (EOTAS) pupil level collection

• National data collection (NDC)

• Attendance collection

• Welsh National Tests (WNT) data collection

• School Workforce Annual Census

  We will also be sending information about school staff to the Welsh Government as part of the above census. For more information about this data collection exercise see the School Workforce Annual Census (SWAC): Privacy notice

Information held by the Local Authority on children and young people and their parents or legal guardians may be shared with other organisations when the law allows, for example with;

• Other education and training bodies, including schools, when pupils are applying for courses, training, school transfer or seeking guidance on opportunities;

• Bodies doing research for the WG, LA and schools, so long as steps are taken to keep the information secure;

• Social services and other health and welfare organisations where there is a need to share information to protect and support individual children and young people;

• Various regulatory bodies, such as ombudsmen, inspection authorities and Government fraud initiatives, where the law requires that information be passed on so that they can do their work;

• The Council is required by law to protect the public funds it administers and so may use any information you have provided for the prevention, detection and investigation of fraud and irregularity, for the performance of a contract, or, task carried out in the public interest, or to comply with a legal obligation. Part 6 of the Local Audit and Accountability Act 2014 and the Accounts and Audit (Wales) Regulations are the Legal basis. 

How long will we keep this information?

Gwynedd Local Authority Education Service will retain and destroy the information in line with their retention schedules, these can be obtained from the contact details below.

Your rights under GDPR

You have the right to:

• Have access to the personal information that the school and Local Authority are processing about you;

• Require the schools or Local Authority to rectify inaccuracies in that information;

• The right (in some circumstances) to object to processing on grounds relating to your particular situation;

• The right to restrict processing (in some circumstances);

• Lodge a complaint with the information commissioner who is the independent regulator for data protection;

 For further information about the information which Gwynedd Local Authority Education Service holds and its use, or if you wish to exercise your rights under the GDPR, please see contact details below:

SwyddogDiogeluData@gwynedd.llyw.cymru

Data Protection Officer
Research and Information Services
Corporate Support Department
Gwynedd Council
Stryd y Jel
Caernarfon
Gwynedd
LL55 1SH 

To contact the Information Commissioner’s Office, please see details below:

Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone helpline: 029 2067 8400 (Wales helpline) or 0303 123 1113 (UK helpline)

Website: www.ico.org.uk