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Home Council Access to Information Privacy Notices Conwy Family Information Service - Privacy Policy

Conwy Family Information Service – Privacy Policy


Summary (optional)
Conwy Family Information Service is fully committed to compliance with the requirements of the General Data Protection Regulation (GDPR) that comes into effect from 25th May 2018.
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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 policy explains how we use any personal information we collect about you when you use our service.

What information do we collect about you?

We collect information about you when you contact our service for information on services and activities or you apply to join Conwy Parent Network email group.  The information about you may include your name, date of birth, e-mail address, postal address, and telephone or mobile number.

We will use your information to provide the information required, maintain accurate records, and, if you agree, to send you marketing information about events or services.

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

Ways we collect your information

Face to face:

We may keep a record of your visit to us to assist us in the delivery and improvement of the services that we provide to you and to others.  Any such records that include personal information will be kept securely.

Telephone calls: 

If you telephone us we may keep your details in order to answer your enquiry. We will inform you if we keep any information.

Emails:

If you email us we may keep your email address as a record that you have made contact and in order to answer your enquiry. We will only include personal information in emails in order for us to provide you with an information service.   We would also recommend that you keep the amount of personal or confidential information you send to us via email to a minimum unless we require the information to provide you with a service.

Online:

Cookies

Website usage information is collected using cookies. Details about how we use cookies can be found on our website at the following link: http://www.conwy.gov.uk/en/Council/Privacy-and-Cookies.aspx

Other websites

On our website you will find links to other external websites, which we have provided for your information and convenience.  This privacy notice applies solely to Conwy Family Information Service. We are not responsible for the content of those sites. When you visit other websites, we recommend that you take time to read their privacy notices.

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 provide you with information on services and activities for families.
  • to enable us to communicate with you to answer enquiries and to circulate information.
  • to monitor our performance in providing services to you;
  • to gather statistical information to allow us to plan future development of the service and to obtain your opinion about our services;
  • to send you information about events or service

Keeping your personal data safe

Your personal information is kept securely on Dewis, a shared Family Information Service and well-being database which stores enquirer’s details. This is a partnership between 18 Welsh Family Information Services and 16 authorities who utilise the system for providing well-being information. Our services work together to share costs and offer enhanced services to customers.  Your data will only be used for the purposes of providing you with information to do with family services and activities and is used in a way that protects your privacy.

Your data is also accessible to the Data Unit Wales which is responsible for the development and maintenance of Dewis.  Dewis have committed to handling data in accordance with the principles in  the General Data Protection Regulation (GDPR) 2018, and will only do so to the extent that is required to maintain the system.

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

Disclosing information to outside parties

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

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

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

The retention schedule below contains information about how long we keep different types of information.

RecordsRetention PeriodTrigger Point for RetentionAction Following Retention PeriodAuthority guiding record creation & retention

Dewis Family Information Service online database

Permanent or until superseded or migrated to another system.

Replacement by new system

Confidential Disposal

 

Best Practice

Dewis FIS online database Conwy organisations and services  

6 months rolling programme

6 month review date

Continue to publish or archive

Dewis Family Information Service   Partnership

Dewis Family Information service online database – details   of enquirers

12 months and then enquiries anonymised

12 month rolling programme

Anonymisation of enquiries

Dewis Family Information Service Partnership


The prevention, detection and investigation of fraud

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 to access the information we hold about you

You have the right to request a copy of your personal information that we hold about you.  If you would like to do so, please contact Conwy County Borough Council’s Data Protection Officer by email or by post giving us as much detail as possible about the information you require. 

Please find link to the subject access request policy and form.

You will receive a copy of the information held about you along with an explanation of any codes used or other clarification that may be necessary.

Requesting that someone else look at your information on your behalf

You can request that someone else looks at your records on your behalf.  To do this you will need to give us consent in writing informing us of who you want to look at the information for you.  If a relative or someone else wishes to look at the records of a person who is not able to give their consent, this will only be allowed where it can be shown to be in the best interest of the person concerned.

To exercise any of your rights under the Data Protection legislation

For further details please read Conwy County Borough Council’s full Privacy notice and to exercise your rights please contact:

Conwy County Borough Council
Bodlondeb
Conwy LL32 8DU

If you are not happy with the response you receive from us you have the right to make a complaint to the Information Commissioner’s Office at:

ICO Wales
2nd Floor
Churchill House
Churchill Way
Cardiff
CF10 2HH

Telephone: 029 2067 8400
Fax: 029 2067 8399
Email: wales@ico.org.uk

Website: ico.org.uk

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