Adult Services is part of Cardiff Council who is the Data Controller for the purposes of the data collected. This privacy policy will explain how our service area uses the personal data we collect from you when you use our service.
Topics:
- What data we collect and why
- How we collect your data
- How we use your data
- How we store your data
- Who we share your data with
- 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 we collect and why
Adult Services collect a wide range of personal data which includes but is not limited to:
- Personal identification information - for example, name, date of birth, contact details, National Insurance number etc.
- Health and wellbeing including wellbeing assessments, care and support plans and medical information.
- Financial Information such as bank/payment details, employment and benefit information, property ownership and financial assessments (where relevant).
- Support networks including emergency contacts, family members and unpaid carers.
- Demographics including ethnicity, religion, gender, marital status, sexual orientation.
This is collected for the purpose of assessing your care and support needs and providing personalised care and support.
We may also need to collect information on your support network such as unpaid carers and relatives. If you have provided personal data about others, for example family members, please ensure you make them aware of this notice.
How we collect your data
You directly provide Adult Services with most of the data we collect. We collect data and process data when you:
- Provide information via telephone or email.
- Complete assessments and reviews with us.
- Complete a survey or provide feedback.
- Submit a complaint or an appeal.
Adult Services may also receive your data indirectly from:
- Anyone who may be representing or advocating for you.
- Partner agencies to provide a joined-up service to you (eg NHS, voluntary organisations).
- Previous local authorities (if you move to Cardiff).
- Police and other law enforcement agencies to safeguard residents.
- Members of the public (eg safeguarding concerns).
How we use your data
Adult Services collects your data so that we can:
- Ensure staff supporting you have accurate, up to date information.
- Help decide the best possible support for you.
- Maintain accurate records for care and support reviews.
- Investigate and respond to complaints.
- Avoid asking you for the same information repeatedly.
- Coordinate with other agencies involved in your care.
- Meet legal and statutory obligations.
- Safeguard individuals and the wider community.
Who we share data with
Your personal data may be shared with:
- Regional partnerships.
- NHS and healthcare providers.
- Private and voluntary sector organisations involved in service delivery.
- Other Council departments, for example Housing.
If you move to another area, we may share your personal data with the relevant local authority to ensure continuity of care and support.
We may also share information without your consent in specific circumstances such as:
- Legal proceedings or court orders.
- Safeguarding concerns.
- Prevention or detection of crime.
- Where you are unable to give consent (under the Mental Health Act 1983).
We share anonymised data with Welsh Government for research and statistical purposes. More information is available at: Adults Receiving Care and Support Census: privacy notice .
How we store your data
Adult Services securely stores your data electronically on Cardiff Council's secured network.
Adult Services will keep your data for as long as necessary for the purpose for which it was collected as set out in data protection law. Retention periods vary depending on the type of data and are governed by the Council's Retention Schedule.
Once the relevant time period has expired, we will delete your data by removing it from our systems.
Your data protection rights
Adult Services would like to make sure you are fully aware of all your data protection rights. You are entitled to the following:
- The right to access - You have the right to request a copy of your personal data.
- The right to rectification - You have the right to request that Adult Services correct any information you believe is inaccurate. You also have the right to request Adult Services complete the information you believe is incomplete.
- The right to erasure - You have the right to request that Adult Services erase your personal data, under certain conditions.
- The right to restrict processing - You have the right to request that Adult Services restrict the processing of your personal data, under certain conditions.
- The right to object to processing - You have the right to object to Adult Services' processing of your personal data, under certain conditions.
- The right to data portability - You have the right to request that Adult Services transfer the data that we have collected to another organisation, 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 the details below.
Our lawful basis
Our legal basis for our use of your personal data will generally be one or more of the following:
- Public task - such as assessing care needs and providing support services.
- Legal obligation - collecting information that is required by law, for example assessments and financial information.
- Vital interests - such as sharing information to prevent serious harm or neglect.
Privacy policies of other websites
Cardiff Council's website 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
Adult Services keeps its privacy policy under regular review and places updates on this web page. This privacy policy was last updated in November 2025.
How to contact us
Please contact the Data Protection Officer for further information.
Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW
Further information can be found at Know your information rights or by accessing the Council's Full Privacy Notice.
How to contact the appropriate authority
Should you wish to report a complaint or if you feel that Cardiff Council has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner's Office via their website or by calling 0303 123 1113.
