Cardiff Parenting Services Privacy Policy
Cardiff Parenting Services are part of Cardiff Council who is the Data Controller for the purposes of the data collected. This privacy policy will explain how our organisation uses the personal data we collect from you when you use our website or service.
Topics:
- What data do we collect and why?
- How do we collect your data?
- How will we use your data?
- How do we store your data?
- Who do we share your data with?
- What are your data protection rights?
- Our lawful basis for processing your data
- Privacy policies for other websites
- Changes to our privacy policy
- How to contact us
- How to contact the appropriate authorities
What data do we collect?
In order to provide our services to you, Cardiff Parenting Services will need to collect and process your personal data. This includes, but is not limited to;
- Your name and date of birth
- Your child or children’s names and dates of birth
- Your contact information, such as your home address, email address and telephone number
- Information about you and/or your family, which is required in order to provide the service to you. For example; any help and support you need for you and/or your family and any worries you have about yourself and/or your family, any other professionals that may be working with you or have worked with you in the past.
Special Category data we collect consists of;
- Racial/ Ethnic Origin
- Physical and or/ mental health information
- Demographic information, which can include information about family members and area lived in, where required by a relevant service
- Gender
This information is collected for the purpose of providing the Service to you and/or your family. This may involve creating a profile on PARIS which is the case recording system in use.
Where you have provided us with personal data about other individuals, such as family members or dependents, please ensure that those individuals are aware of the information contained within this notice.
How do we collect your data?
We may obtain your personal data in any of the following ways;
- We obtain your personal data from yourself. This will be on written forms, and conversations with you.
- We obtain your personal data from any key professionals working with you, such as health, education, children services and other early help professionals. This will be in the form of referral forms and conversations with key professionals
Cardiff Parenting Services may receive your data indirectly from the following sources:
- The National Health Service (e.g., Health Visitor, GP, Emotional Wellbeing & Mental Health)
- Education Directorate (e.g., School)
- Organisations commissioned by Cardiff Council e.g., Barnardos Family Wellbeing, HomeStart
- Children’s Services (e.g., Social Worker)
- Cardiff Family Advice and Support (e.g. Family Gateway, Family Help)
- Flying Start
- Early Help
- Other internal Council Services we may need to share your personal data with in order to provide the service to you.
- Organisations, bodies, workers and carers who may be able to help and support your needs
How will we use your data?
Cardiff Parenting Services collects your data so that we can provide our services to you and your family.
Who do we share your data with?
Your personal data is shared with the listed partner organisations;
- Our staff – where the information contributes to their work with you
- Other Local Authority Services e.g. education, children’s services
- Local Authority Commissioned Services e.g. Family Wellbeing Service, HomeStart
- Health Services e.g., Health Visitor, GP Cardiff and the Vale Health Board (the UHB)
- The Courts – under the Direction of a Court Order
This data is shared for the purpose of:
- meeting your child or your family’s needs
- to discuss a referral to another service
How do we store your data?
Cardiff Parenting Services securely stores your data on the case management systems, PARIS, which is a clinical record system operated by Cardiff and the Vale University Health Board. Retention period information for these records are set out in Records Management Code of Practice for Health and Social Care.
Any information not held on PARIS will be held securely by Cardiff Council on our computers and/or locked filing cabinets. This information will be held in line with Cardiff Councils corporate retention schedule.
We will only keep your personal data for as long as we need to in order to fulfil the purpose(s) for which it was collected and for so long afterwards as we consider may be required to deal with any questions or complaints that we may receive, unless we elect to retain your data for a longer period to comply with our legal and regulatory obligations. Once this time period has expired, we will delete your data.
What are your data protection rights?
Cardiff Parenting Services would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
The right to access – You have the right to request Cardiff Parenting Services for copies of your personal data.
The right to rectification – You have the right to request that Cardiff Parenting Services correct any information you believe is inaccurate. You also have the right to request Cardiff Parenting Services to complete the information you believe is incomplete.
The right to erasure – You have the right to request that Cardiff Parenting Services erase your personal data, under certain conditions.
The right to restrict processing – You have the right to request that Cardiff Parenting Services restrict the processing of your personal data, under certain conditions.
The right to object to processing – You have the right to object to Cardiff Parenting Services’ processing of your personal data, under certain conditions.
The right to data portability – You have the right to request that Cardiff Parenting Services transfer the data that we have collected to another organization, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email:
Please contact us at individualrights@cardiff.gov.uk if you wish to make a request
Our lawful basis
Our legal basis for our use of your personal data will generally be the following:
- Public Task – We will process your personal data to carry out a task in the public interest or in the exercise of official authority in our capacity as a public body
- Vital Interests – In order to protect the vital interests of the data subject or another natural person in the event of an emergency or where safeguarding concerns arise
The Cardiff Parenting Services webpage contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.
Changes to our privacy policy
Cardiff Parenting Services keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated in April 2023.
How to contact us
If you have any questions about Cardiff Parenting Services’ privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.
Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW
How to contact the appropriate authority
Should you wish to report a complaint or if you feel that Cardiff Parenting Services has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office via their website https://ico.org.uk/concerns/getting/ or by calling 0303 123 1113.