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Partnership - Rhondda Cynon Taf, Merthyr Tydfil & Bridgend

Privacy Policy

How we use your personal information for Cwm Taf Morgannwg Safeguarding Board (CTMSB) purposes

The Cwm Taf Morgannwg Safeguarding Board consists of the key agencies in the area who provide services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with. 

We have summarised in this privacy notice some of the key ways in which we use your personal information for Cwm Taf Morgannwg Safeguarding Board (CTMSB) purposes. This information should be read in conjunction with the Council’s corporate privacy notice.

1. Who we are, what we do.

The Cwm Taf Morgannwg Safeguarding Board (CTMSB) is a statutory partnership consisting of representatives from:

  • Rhondda Cynon Taf County Borough Council
  • Merthyr Tydfil County Borough Council
  • Bridgend County Borough Council
  • South Wales Police
  • Cwm Taf Morgannwg University Health Board
  • Welsh Ambulance Service NHS Trust
  • Inter Link RCT
  • Voluntary Action Merthyr Tydfil
  • Bridgend Association of Voluntary Organisations (BAVO)
  • National Probation Service Wales
  • HMP Parc Prison

The aim of the Board is to ensure that people of all ages, living in the region, are protected from abuse, neglect or other kinds of harm. This also involves preventing abuse, neglect or other kinds of harm from happening.

What are the Core Functions of the Cwm Taf Morgannwg Safeguarding Board?

Every Regional Safeguarding Board has a statutory responsibility to carry out core functions in relation to multi-agency safeguarding. These form part of the day to day activities of the Board and include the following:

  • Contributing to the development, implementation and monitoring of protocols and procedures that support the protection of adults and children and to prevent abuse
  • Raising awareness of the Board’s objectives to protect and prevent adults and children from becoming at risk of abuse, neglect and other forms of harm, and to provide information about how this might be achieved
  • Reviewing the efficacy of measures taken by agencies to implement the objectives of the Board and to make and monitor recommendations
  • Undertaking child practice reviews, adult practice reviews, audits, investigations and other reviews as are required in pursuance of its objectives and to disseminate learning and information arising from these reviews
  • Reviewing the performance of the Board and its partners and bodies represented on the Board in carrying out its objectives
  • Facilitating research into protection from, and prevention of, abuse and neglect of children and adults at risk of harm
  • Review the training needs of practitioners working in the area of the Board in order to identify training to assist in the protection and prevention of abuse and neglect of children and adults at risk of harm

2. What and whose personal information do we hold?

When the Board undertakes a review of measures taken by the relevant Partner(s) as detailed above, the Board has access to the required personal data that was recorded and processed during the course of the original investigation. This includes, but is not limited to:

  • Name of  child / adult at risk;
  • Details about parents / next of kin / family members / carers;
  • Any suspected perpetrator(s);
  • Other people who live at the property who may be at risk;
  • Witnesses;
  • Details of the person who raised the concern, (professional or member of the public);
  • Details of the professionals and partners involved in the original investigation;
  • Details of a person making a complaint, e.g. name and contact details;
  • Details of previous involvement from other services, e.g. Children’s / Adults Service.

3. Where does the service get my information from?

  • Partners as detailed in Section 1;
  • Other trusted agencies / third sector / voluntary organisation;
  • Directly from you if making a complaint.

4. What will we do with your personal information?

The Board will use the information to:

Undertake audits and reviews

Achieving improvement in safeguarding policy, systems and practice is a core function of the Board. There is a focus on learning from the experiences of professionals. The Board must establish child and adult practice reviews on cases where the criteria is met. Audits, case reviews, thematic reviews and investigations will also be carried out to identify learning and to make recommendations to improve practice throughout the organisations and agencies represented on the Board.

Complaints regarding Multi-agency Safeguarding processes and practice

The Board has a Complaints Policy in place to enable individuals or family members to make a complaint about any aspect of the multi-agency child or adult protection process. Information is shared with independent Panel members who will meet to consider the complaint.

5. What is the legal basis for the use of this information?

Data Protection law says that we are allowed to use and share personal information only where we have a proper and lawful reason for doing so.

Our lawful basis for processing personal information as Cwm Taf Morgannwg Safeguarding Board in order to meet the requirements of the General Data Protection Regulation (GDPR) is as follows:

Personal Information:

Article 6 1.(c),(e) - to fulfil our legal and statutory obligations under the:

  • The Social Services and Well-being (Wales) Act 2014
  • The Safeguarding Boards (Functions and Procedures) (Wales) Regulations 2015

Special Category Information ((i.e. information about a person’s race, ethnic origin, politics, religion, trade union membership, genetics, biometrics, health, sex life or orientation):

Article 9 2.(g)  - to fulfil our legal and statutory obligations under the:

  • The Social Services and Well-being (Wales) Act 2014
  • The Safeguarding Boards (Functions and Procedures) (Wales) Regulations 2015.

6. Does the service share my personal information with any other organisation?

Personal information is only shared with partner agencies where necessary for the purpose of safeguarding an adult or child at risk.

Examples of the organisations where information may be shared with include, but are not limited to:

  • Statutory Partners, e.g. 
    • Local Authorities
    • Health Board
    • Police
    • Probation / Community Rehabilitation Company
    • Education Department
    • Schools
    • Non-Statutory Partners, e.g. GP’s, Advocacy Services, Counselling Services & the Voluntary Sector

7. How long will my information be kept?

All documents will be stored and retained in accordance with legislative guidance. Safeguarding concerns involving children will be retained for 75 years from the child’s date of birth. Safeguarding concerns involving adults at risk will be retained for a minimum of 7 years from the date any social care service ended.

8. Your information, your rights

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.

View further details on your information rights and how to exercise them

9. Contact us

If you have any concerns or would like to know more about how the service uses your personal information please contact us in one of the following ways: 

By email: ctmsafeguarding@rctcbc.gov.uk

Telephone: 01443 490122

In writing:

Cwm Taf Morgannwg Safeguarding Board Business Manager
Ty Catrin
Maritime Industrial Estate
CF37 1NY

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