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Introduction

By law, we must keep records about our involvement with anyone who use our services, so that we have a clear understanding of the reasons why we were involved and when we were involved.

Some of the information we record is your personal information and these records are kept for varying periods of time in accordance with appropriate legislation.

If you are receiving or have received support from social services, then you should have access to your personal records/file (subject to exemptions).  You can also ask someone else to contact us on your behalf, such as a relative, however in cases like this we would need to check we have your permission to release any information.

Your legal rights

‘Personal information’ means anything which could identify you, such as your name, address, date of birth, and information about your involvement with us.

Personal information is covered by GDPR and the Data Protection Act 2018 (commonly known as Data Protection legislation). This states that, subject to certain exemptions, you have a right of access to personal information held about you which should be provided within 30 days of you making a written request to the Council.

Exceptions

There are some circumstances when information may not be available or cannot be disclosed. These are typically:

• where the information discloses details about another person, and they have not provided authorisation.
• information about the prevention and detection of crime.
• legally restricted information (mainly adoption records).
• in very exceptional cases, if there is a risk of harm.

How do I ask to see my file?

A request to access your file is a formal process. The quickest way to start the process is to email dataprotection@blaenau-gwent.gov.uk outlining your request and what information you wish to receive. Alternatively, you can write to:

Information Management Department
°¬²æAƬ County Borough Council
General Offices
Steelworks Road
Ebbw Vale
NP23 8UW

Your email or letter should include your name, address and date of birth and enough details for us to identify you and know what information you want. We will also require copies of two forms of ID to evidence that you are entitled to the information being requested.

We will write to you to acknowledge your request within 5 working days and will endeavour to provide you with the information requested within the permitted 30 days under the legislation. However, in some circumstances this can be extended up to 90 days.

Where relevant we may consult with other professionals and agencies, for instance the Health Authority, before disclosing to you information they have provided about you and in some circumstances may ask for you to make your request directly to them instead if appropriate.

What if I am refused access?

If you are told you cannot see your personal file, you have the right to appeal against this decision by contacting Social Services at the above address in order to access the Social Services complaints procedure.

What if there are mistakes in my file?

If you believe the information held on your file is inaccurate e.g.  if there are errors of fact recorded then you have the right to request that these errors are corrected, and any unnecessary information is deleted, providing there is sufficient evidence to support your request

If we tell you the file is not to be changed, then you also have the right to appeal (as outlined above).

For information, advice or assistance, to make a referral or report concerns in relation to:

• a person aged 18 or over, please contact the Adult Services IAA Hub
• a child or young person, please contact the Children’s Services IAA Hub

Telephone: 01495 315700
Email Adults Team: DutyTeamAdults@blaenau-gwent.gov.uk

Email Children's IAA Team: duty.team@blaenau-gwent.gov.uk

Fax: 01495 353350

Headquarters:
Social Services Directorate
°¬²æAƬ County Borough Council
General Offices
Steelworks Road
Ebbw Vale
NP23 8UW