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new cardiff > ENG > Home > Disclaimer

Privacy Notice

This notice is for customers of Cardiff Council and citizens of Cardiff. 


The Council process personal data on a day-to-day basis. We hold certain information about you this is known as personal data. We are registered with the Information Commissioner’s Office and any information we hold will be processed in line with the principles set out by ICO Regulations, which we must comply with.


We will:


  • Continue to strengthen our processes for maintaining the privacy of all personal information we hold. 
  • Have need for all our employees to comply fully with Data Protection law. 
  • Only hold the minimum personal information needed to allow us to perform our role as a Council. 
  • Delete personal information once the need to hold it has passed. 
  • Access and process all personal information in line with fair processing set out upon collecting information from Individuals. 
  • Design our systems and processes to comply with data protection principles. 
  • Take immediate action if we discover that our policies are not being complied with. 


​This notice is designed to give you information about the data we hold about you, how we use it, your rights in relation to it and the safeguards that are in place to protect it.




The types of personal data we hold and process about you can include:

  • Contact details, including name, address, telephone numbers and email address. 
  • Identifying details, including date of birth, national insurance number and employee and membership numbers.
  • Information that is used to calculate and assess eligibility for benefits 
  • Financial information relevant to the calculation or payment of benefits, for example, bank account and tax details. 
  • Information about your family, dependents or personal circumstances, where required by a relevant service
  • Information about your health where required by a relevant service such as Social Services 
  • Information about a criminal convictions where relevant. 

Where you have provided us with personal data about other individuals, such as family members or dependants please ensure that those individuals are aware of the information contained within this notice.

We may process your personal data to fulfil our obligations and this can include the processing of your personal data for all or any of the following purposes:

  • ​to contact you. 
  • to assess eligibility for our services including calculating and providing you with benefits. 
  • to identify your potential or actual benefit options. 
  • for statistical and reference purposes 
  • to comply with our legal and regulatory obligations as a Local Authority 
  • to address queries from you and to respond to any actual or potential disputes concerning you. 
  • Employment
From time to time we will share your personal data with partner organisations and service providers so that they can help us carry out our duties, rights and discretions in relation to the services we provide. Some of those organisations will simply process your personal data on our behalf and in accordance with our instructions. In each case we will only share data to the extent that we consider the information is reasonably required for these purposes.

Any Personal Information we hold will be disclosed, with reasonable purpose to:

  • Our staff – where the information is vital and required for their work. 
  • The Courts – under the direction of a Court Order. 
  • Our partners – strictly in line with agreed procedures. 
  • Others – as detailed in the Council’s Data Protection registration. 

Under the Digital Economy Act 2017, the Council may share personal data provided to us with other Council’s for the purposes of fraud, crime detection/prevention, to improve public service delivery, statistical research.

Cardiff Council has a duty to protect the public fund it manages. Therefore, the information that you have provided to us may be used for the prevention and detection of fraud or shared with Council Officers responsible for auditing or administering public funds.

Where requested or if we consider that it is reasonably required, we may also provide your data to government bodies and dispute resolution and law enforcement organisations, including those listed above, the Pensions Regulator, the Pensions Ombudsman and Her Majesty’s Revenue and Customs (HMRC). They may then use the data to carry out their legal functions.

In some cases these recipients may be outside the UK. This means your personal data may be transferred outside the EEA to a jurisdiction that may not offer an equivalent level of protection as is required by EEA countries. If this occurs, we are obliged to verify that appropriate safeguards are implemented with a view to protecting your data in accordance with applicable laws. Please use the contact details below if you want more information about the safeguards that are currently in place.

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.

More details can be found on the Council’s retention schedule.​​​​​External link opens in a new window
You have a right to access and obtain a copy of the personal data that the Council holds about you and to ask the Authority to correct your personal data if there are any errors or it is out of date. In some circumstances you may also have a right to ask the Council to restrict the processing of your personal data until any errors are corrected, to object to processing or to transfer or (in very limited circumstances) erase your personal data.

If you wish to exercise any of these rights or have any queries or concerns regarding the processing of your personal data, please contact the Data Protection Officer as indicated below. You also have the right to lodge a complaint in relation to this privacy notice or the Councils processing activities with the Information Commissioner’s Office which you can do through the website below or their telephone helpline.

You can obtain further information about these rights from the Information Commissioner’s Office​​​​External link opens in a new window or via their telephone helpline 0303 123 1113.
The Council holds personal data about you in its capacity as data controller. This includes the need to process your data to contact you, to calculate, secure and pay your benefits, for statistical and reference purposes. Further information about how we use your personal data is provided below.

The legal basis for our use of your personal data will generally be one or more of the following:

  • ​we need to process your personal data to satisfy our legal obligations as the Local Authority 
  • we need to 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; [and/or] 
  • because we need to process your personal data to meet our contractual obligations to you 
  • processing is necessary in order to protect the vital interested of the data subject or of another natural person
We may update this notice periodically. Where we do this we will inform you of the changes and the date on which the changes take effect.


​​​​​​​​​​Some departments of the council need to have their own specific privacy policy due to the nature of the services they deliver.​​ 

Why we are providing this notice to you
Cardiff Council require your personal data to perform specific tasks relative to Adults receiving Care and Support, in line with public interests.


This notice is designed to give you information about the data we hold about you, how we use it, your rights in relation to it and the safeguards that are in place to protect it.


What personal data we hold, and how we obtain it
During the course of our involvement with you, we collect a variety of information from you;

  • name, address, and date of birth
  • your needs and circumstances
  • professional opinions
  • staff supporting you
  • when and where staff met with you
  • what the meetings were about and what happened in them
  • information that your carer / other people you know have given to us
  • information provided by other services working with you, e.g. Health, care workers and voluntary agencies


How we will use your personal data
We will use this information to make sure that;

  • staff supporting you have accurate, up to date information to help decide the best possible support for you
  • there are accurate records when we review your care and support
  • any concerns can be properly looked into if you have a complaint
  • you only have to give your information once


How long we keep your personal data
Under data protection law, we will only keep your personal data for as long as we need in order to fulfil the purpose(s) for which it was collected.


More details can be found on the Council’s retention schedule;

Sharing Information between services
Sometimes we have to share personal information without asking the individual. This can happen;

  • for legal proceedings when a Court Order is made
  • if there is a risk of harm or abuse to you or other people
  • where you may be unable to give consent at any time, for example because of a physical or mental health condition
  • to assist the authorities with the prevention / detection of crime or the prosecution of offenders, or the assessment / payment of tax


Keeping your information confidential
The Council have a legal duty to keep your information about you confidential and secure.  If we need to share information about you we will:

  • tell you why we need it
  • ask only for what we need, and not collect too much or irrelevant information
  • protect it and make sure nobody has access to it who shouldn’t have
  • let you know whether we share it with other organisations to give you better services, and whether you can say no
  • make sure we don’t keep it longer than necessary


Your Rights
As a data subject, you have many rights regarding your personal data.  This includes:

  • Right of access
  • Right to rectification
  • Right to erasure
  • Right to the withdrawal of consent
  • Right to data portability
  • Right to the restrict processing
  • Right to object
  • Rights in relation to automated decision making and profiling


Withdrawing Consent
If we are relying on consent to process your data, you can request to withdraw consent or restrict / object to some elements of the processing.  The council does not rely on consent in most cases because it has legal requirements to do certain tasks.  For example, processing planning applications, collecting council tax payments and social work tasks are based on legal requirements, not on consent.

Contacting us / Data Protection Officer
Please contact the Data Protection Officer for further information.


Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW
dataprotection@cardiff.gov.uk


Further Information
For further information please refer to the Council’s Full Privacy Notice.

How do we collect your personal information?
Personal information may be collected by -

  • paper form (e.g. via Household Enquiry Form)
  • via www.gov.uk/register-to-vote
  • email
  • telephone
  • website
  • face to face (via our employees)
  • other Council departments

What information do we collect from you?
We collect your name, address, email address and telephone number. Sometimes we collect other information you may feel is sensitive to you. This might be your nationality, date of birth, national insurance number or the reason you might require a postal or proxy vote. We may require further evidence from you such as copies of your passport, marriage certificate or driving licence.


Why do we collect & process this information?
Cardiff Council collects & processes this information to allow eligible electors to vote in elections. We are required by law to provide an electoral service. In order for us to do this, you must provide your personal information to us. The law that requires us to do this is the Representation of the People Act 1983.


The information supplied/collected will be processed in line with the requirements of the General Data Protection Regulation and the Data Protection Act 2018

Who might we share your information with?
Our software providers will also store your information, but only on our instructions. They won’t use it for any other reasons, and they have to look after it in the same way we would. You can view their privacy information


We may share information with other departments of Cardiff Council where the information is requested for the prevention and detection of a crime. This information is requested solely to comply with the Council’s statutory requirements. The information will not be used for any other purpose. All staff who deal with this matter are advised that it is a criminal offence to disclose or make use of any information provided under the terms of their request.  The provision relating to the supply of the Register of Electors are contained within the Representation of the People (England and Wales) Regulations 2001. It is an offence to contravene the provisions in those Regulations. A person found guilty of such an offence is liable on a summary conviction to a fine not exceeding level 5 on the standard scale.


We are required to provide copies of the full electoral register to certain organisations and individuals by law.  They may use it for their own reasons that are different to ours, but they still have to look after it in the same way.


The full register is published once a year and is updated every month and can only be supplied to the following people and organisations:

  • British Library
  • UK Statistics Authority
  • Electoral Commission
  • Boundary Commission
  • Jury Summoning Bureau
  • Elected Representatives (MP, MEPS, Local Councillors)
  • Police and Crime Commissioner
  • Candidates standing for elections
  • Local and National Political Parties
  • Community Councils
  • Police Forces, National Crime Agency
  • Credit Reference Agencies

We will also share data with the following companies:

National Fraud Initia​tive​​​​​​​

This authority is under a duty to protect the public funds it administers, and to this end may use the information you have provided for the prevention and detection of fraud. It may also share this information with other bodies responsible for auditing or administering public funds for these purposes​​

The Individual Electoral Registration Digital Service (IERDS)​​​​External link opens in a new window

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.

The Department for Work and Pensions (DWP)​​​​​​​External link opens in a new window

Will use your information to verify your eligibility for the electoral register. They won’t use it for any other reasons and they have to look after it in the same way.

Electoral Reform Services​​​​​​​External link opens in a new window

ERS print our Household Enquiry Forms and Invitations to Registers. They will use your information, but only on our instructions. They won’t use it for any other reasons, and they have to look after it in the same way we would.  

 ​

MPS Marketing Services (214kb PDF)​​​Link opens in a new window

MPS print our poll cards and ballot papers for elections. They will use your information, but only on our instructions. They won’t use it for any other reasons, and they have to look after it in the same way we would.  

iCom Printworks (390kb PDF)​​​​Link opens in a new window

iCom print our postal vote mailers. They will use your information, but only on our instructions. They won’t use it for any other reasons, and they have to look after it in the same way we would.  

 

Restore Datashread (4.3mb PDF)​​​Link opens in a new window

Cardiff Council uses Restore Datashread for the secure destruction of confidential waste. When registration paperwork is no longer required it is securely destroyed by this company

The Maltings​​External link opens in a new window

After elections our paperwork is securely stored with The Maltings for a set retention period before secure destruction is authorised


The Electoral Register is published once a year. When this is published the previous register is frozen and a bound copy is sent into archive. These are stored on our behalf at Glamorgan Archives.

You can visit Glamorgan Archives at :-
Glamorgan Archives - Clos Parc Morgannwg, Leckwith, CARDIFF, CF11 8AW


If you have opted to be included in the open register, by law your information can be shared with anyone who requests it. They may use it for their own reasons that are different to ours, but they still have to look after it in the same way.  The electoral register can also be viewed at our office in County Hall by anyone who requests it. Inspection of the Electoral register is under supervision. They can take hand written notes but no copies or photographs can be taken. The information taken must not be used for direct marketing purposes, in accordance with data protection legislation, unless it has been published in the open version. Anyone who fails to observe these conditions is committing a criminal offence and will be charged a penalty of up to £5,000. 


You can choose whether or not to have your personal details included in the open version of the register; however, they will be included unless you ask for them to be removed. Removing your details from the open register will not affect your right to vote.


What do we do with your information?
We use it for electoral purposes.

The information supplied/collected will be processed in line with the requirements of the General Data Protection Regulation and Data Protection Act 2018 


Sometimes we have to give it to other authorities, organisations or people. This would be for the prevention or detection of crime, or to comply with a legal obligation, for example. We don't need your consent to do this, but if we can, we'll let you know if we've passed your information on.


How long do we keep hold of your information?
For as long as we need it. Once we no longer need it, we will keep it for a set period (a retention period) but not use it. When the retention period expires we will delete your information from our records.


Your rights

You are entitled to exercise your individual rights, including access to information, correcting inaccurate information or objecting to the processing of your personal data


Write to - The Data Protection Officer, County Hall, Atlantic Wharf, Cardiff , CF10 4UW

Email the Data Protection Officer at individualrights@cardiff.gov.uk

 

Further Information
You can access the Councils Full Privacy notice

Why we are providing this notice to you
The Council is required by law to protect the public funds we administer and as a result, to ensure that taxpayers’ money is not taken out of the system fraudulently.


This notice is designed to give you information about the data we hold about you, how we use it, your rights in relation to it and the safeguards that are in place to protect it.


What personal data we hold
In order to perform this task, we can collate a variety of data we already hold about you. For further information please refer to the Council’s Full Privacy Notice.


Organisations we share your personal data with
To prevent and detect fraud, we may share information provided to us with other bodies responsible for auditing and administering public funds, such as the Cabinet Office, Department for Work and Pensions or other Council’s.


The Auditor General for Wales (the Auditor General) reviews the accounts of The Council and requires us to participate in data matching exercises to help in the prevention and detection of fraud.


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. 


This kind of data matching allows potentially fraudulent claims/payments to be identified. A match can identify a variation 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.
We are required to provide specific sets of data to the Auditor General for matching for each exercise and these are set out in the Wales Audit Office  guidance​​​​​External link opens in a new window .

The use of data by the Auditor General is carried out under his powers in Part 3 of the Public Audit (Wales) Act 2004. It does not require the consent of the individuals concerned under the General Data Protection Regulation.


Data matching by the Audit General is subject to a Code of Practice​​​​​​External link opens in a new window .

For further information on the Auditor General’s legal powers and the reasons why it matches particular information, see;
http://www.audit.wales/about-us/national-fraud-initiative/fair-processing-notices 


Contacting us / Data Protection Officer
If you have any concerns relating to the National Fraud Initiative, please contact the Data Protection Officer for further information.


Data Protection Officer​
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW
dataprotection@cardiff.gov.uk



​​​​​​​​​​



Contacting Data Protection 


Please contact the Data Protection Officer for further information.

Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW 


dataprotection@cardiff.gov.uk 


You have the right to withdraw your consent to the processing at any time by notifying the Data Protection Officer in writing. ​​​

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Cymraeg