Privacy Policy

Privacy Notice

Care in Wales Ltd. aims to help clients stay independent and safe in the community for as long as possible and to improve their well-being. We do this by working you, your family and social services to organise the appropriate level of care.

Working with us means we can personalise the care and support you receive, and offer you
flexibility, choice, and control.

We keep records on you so we can:

  • plan and provide appropriate care and support
  • work with you and our colleagues to deliver high-quality care
  • provide you with safe and effective care


Care in Wales Ltd. and Local Authorities and Health Boards, collects and processes personal information about you. The Local authorities are registered as data controllers under the Data Protection Act 2018 for all clientele referred in this capacity. Care in Wales Ltd. operates as the data controller for all private clientele.

This privacy notice broadly explains what information we collect, the purpose for processing it, and the types of personal information and who we may share it with.

It applies to all personal information collected for or on behalf of the all our local authorities, health boards and private clients whether by letter, email, face-to-face, telephone, online or any other method.

Purpose for processing your information

By processing, we mean the organisation, retrieval, consultation, use and deletion or destruction of information and its disclosure for tasks to be carried out in the public interest or for the provision of health or social care services.

Your personal information is only used for a specified purpose(s) but if we intend to use it for any other new purposes we will normally ask you first. Your information will be presented in an anonymised form which does not identify you for another purpose such as improving and developing services.

We will only share information where it is appropriate and legal to do so. We may also share
information, for example, if there is a risk of serious harm or threat to life, for the prevention
and detection of fraud or crime, or if we are required to do so by any court or law.  Where this is necessary, we are required to comply with all aspects of the data protection laws.

Where practicable and reasonable we will always seek to inform you of any significant proposed changes to how we process or intend to process your personal data.
The categories of personal information that we collect and use may include the following:

  • personal and family details
  • lifestyle and social circumstances
  • financial details
  • housing needs
  • visual images
  • details of personal appearance and behaviour
  • case file information

We may also collect and share additional information known as ‘special categories of personal data’ where appropriate including:

  • health assessment
  • professional’s referrals
  • mental capacity assessments
  • racial or ethnic origin
  • religion biometrics (where used for ID purposes)
  • sexual orientation

How we collect your information

We may collect information about you in various formats, for example by letter, email, face-to-face meetings or visits to your home, telephone, or online forms. 

Who we may share the information with

To meet our statutory obligations under law, as well as to provide you with a service where appropriate, we may need to share the information you provide us with other professionals such as:

  • General practitioners and other health professionals (including hospitals and mental health
  • trusts)
  • Commissioned health care providers
  • Other commissioned services such as home care, care home, daycare and transport providers
  • Government departments including the Department for Work and Pensions, the Department of
  • Health and Social Care, the Ministry of Housing Communities and Local Government or the
  • Ministry of Justice
  • South Wales Police services
  • South Wales Fire services
  • Probation services
  • Social Care Wales
  • Care Inspectorate Wales

We will only share your information with other service providers, contractors and/or partner bodies where it is necessary:

  • to comply with a legal obligation
  • to provide you with a service you have requested where permitted under the Data Protection Act 2018
  • where the disclosure is necessary for the purposes of the prevention and/or detection of crime
  • where it is necessary to allow a third party working for or on behalf of the council

We will strive to ensure that any personal data in our care will be kept safe and that where your information is disclosed to a third party, we will seek to ensure that the third party has sufficient systems and procedures in place to prevent the loss or damage of personal data

We will not use your personal data for third party marketing purposes without your prior
express consent.

How long do we keep your information?

We will only keep your information for as long as is required by law and to provide you with the necessary services in line with our stated retention policy. 

Your rights and access to your information

You have the right to request a copy of the information that we hold about you. 

The Data Protection Act 2018 also gives you additional rights that refer to how the Local
Authority holds and uses your information.

Consequently, under certain circumstances, by law you have the right to:

  • the right to object and restrict further processing of your data; however, this may affect service
  • delivery to you.
  • request to have your data deleted where there is no compelling reason for its continued
  • processing and provided that there are no legitimate grounds for retaining it.
  • request your data to be rectified if it is inaccurate or incomplete
  • have your data transferred or copied should you move to another authority
  • not be subject to automated decision-making including profiling


For more information about how to submit a Subject Access Request please contact:

post: Care in Wales Ltd., 13 High Street, Barry, Vale of Glamorgan, CF62 7EA

email: info2@care-in-wales.com

If you have any concerns or queries about data protection

Please send an email to this address for further details:

post: Care in Wales Ltd, 13 High Street, Barry, Vale of Glamorgan, CF62 7EA

email: info2@care-in-wales.com

phone: 01446 741 905

The Information Commissioner is the UK’s independent body set up to uphold information
rights. If you have any concerns regarding our privacy practices or about exercising your Data Protection rights, you may contact them:

post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

phone: 0303 123 1113 or 0162 554 5745

website: ico.org.uk

Changes in your circumstances You must notify us immediately if there are any changes in your circumstances and personal details so we can maintain an accurate and up to date record of your information.