PN120 - Early Intervention Panel Privacy Notice

Torfaen County Borough Council is committed to protecting your privacy when you use our services. This Privacy 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 in place to protect it.

TCBC Service Area: Children and Family Services
Work area: Early Years
Contact Details: Charlotte Dickens
Privacy Notice Name: Early Intervention

Data Controller: Torfaen County Borough Council, c/o Civic Centre, Pontypool, NP4 6YB

If you wish to raise a concern about the handling of your personal data, please contact the Data Protection Officer on 01495 762200 or email

The Council needs to process data to be able to provide a service to meet you and your family’s individual needs e.g. administering funding for Early Intervention and Additional Needs. By collecting your data it enhances the ability of Torfaen County Borough Council to co-ordinate support across internal and external agencies to provide a more seamless response to you and your child’s needs and ensures that you benefit from the range of interventions and services provided.

Who provides your data to the Council?

The personal information we process is provided to us directly by you.


We receive personal information indirectly from but not limited to, Health, Tafarn Newydd and Childcare

How does the Council collect this information:

  • Paper and electronic application forms
  • Parents
  • Via a third party, external services, e.g. Health – Health Visitor, Speech and Language Therapists, Portage, Physiotherapists, Tafarn Newydd, Registered Childcare providers etc.

What information does the Council collect about you?

The Early Intervention application form collects;

  • Child’s Name
  • Parents/carers/Guardians name
  • Contact details
  • Parents/Carers/Guardians address
  • Child’s date of birth
  • Parental responsibility
  • Gender
  • Disability
  • Ethnicity
  • Preferred language
  • Benefits details
  • Bank details, if required
  • Key partner agencies involved
  • Medical/Health details
  • Personal circumstances/presenting needs

Why does the Council process your personal data?

Under Article 6 of the UK General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information is

(e) We need it to perform a public task

Please note we may ask for consent to engage in the service or for the sharing of information with providers, however, consent is not the legal basis we rely on to process your personal data.

Special categories of personal data:

We collect the following special category data;

  • personal data revealing racial or ethnic origin
  • data concerning health

We collect this under Article 9 of the UK GDPR.

We do not collect any criminal data.

Who has access to your data?

Your data is shared internally only with the appropriate staff where it is necessary for the performance of their roles.

Your data may also be shared externally with organisations to ensure the needs of your child are met and appropriate co-ordinated support is in place.

These may include, but not be limited to;

  • Aneurin Bevan Health Board
  • Registered Childcare Providers
  • Tafarn Newydd

Your data is also used to report on the service provision to relevant stakeholders such as Welsh Government. In reporting on the service provision, individual data is anonymised.

Apart from where previously stated, we do not pass your details to third parties unless we are lawfully required do so.

Is the Data transferred out of the UK?


How does the Council keep your data secure?

The Council has internal policies in place to ensure the data it processes is not lost, accidentally destroyed, misused or disclosed. Access to this data is restricted in accordance with the Council’s internal policies and in compliance with the UK GDPR.

Data will be stored securely in;

  • Paper copies are scanned and electronically stored on a secure network drive in limited accessibility folders. Once scanned, paper documents are shredded
  • Capita 'One'

How long does the Council keep your data?

The Council will hold your personal data only for the period that is necessary and will follow organisational and Local Authority standards in this area. At the end of the retention period the Council will securely destroy or dispose of the data in line with retention schedules.

  • We will keep your information for 7 years unless your information has been passed under a statutory duty in which case the information is kept for 25 years.

Are we making automated decisions/profiling with your data?


Your rights

You have a number of Rights you can exercise:

  • Access - to obtain a copy of your data on request
  • Rectification – to require the Council to change incorrect or incomplete data
  • Object, Restrict or Delete - under certain circumstances you can require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
  • Data portability – to receive and/or transmit data provided to the Council to other organisations (this applies in limited circumstances))
  • Withdraw your consent at any time (where consent has been given)
  • To know the consequences of failing to provide data to the Council
  • To know the existence of any Automated Decision-making, including profiling, and the consequences of this for you.
  • To lodge a complaint with a supervisory authority (Information Commissioners Office)

If you would like to exercise any of these rights, please contact: Early Intervention Panel,, 01495 742100

The Information Commissioner can be contacted at: The Information Commissioner’s Office (Wales), 2nd Floor, Churchill House, Churchill Way, Cardiff, CF10 2HH. Telephone 0330 414 6421 or e-mail

Last Modified: 23/08/2023 Back to top