This privacy policy will explain how the Advice Services - Specialist Referral uses the personal data we collect from you when you call or email us and when you attend face to face meetings.
The Advice Services - Specialist Referral are part of Cardiff Council, who is the Data Controller for the purposes of the data collected. All personal data is processed in accordance with the UK GDPR and Data Protection Act 2018.
What data do we collect?
The Advice Services - Specialist Referral collects the following data:
- Name
- Address
- Post Code
- Telephone Numbers
- Email address
- Languages spoken
- Information about your family, dependents or personal circumstances
This is collected for the purpose of assisting you with your welfare advice and financial hardship query.
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.
Data Protection law describes the legal basis for our processing your data as necessary for the performance of a public task. As required by the:
Social Services and Well-being (Wales) Act 2014
Financial Conduct Authority - Pre contract information and advice requirements CONC 8.3.7
We will also process the following special category data:
- Physical and Mental health data
This is collected for the purpose of checking your eligibility social security benefits and to ensure that that we are aware of any additional support you may need for your appointment.
Advice Services - Specialist Referral process special category under Article 9 (2): (g) Reasons of substantial public interest (with a basis in law) under Schedule 1 condition 8: Equality of opportunity or treatment.
How do we collect your data?
You directly provide the Advice Services - Specialist Referral with most of the data we collect. We collect data and process data when you:
- Attend a face-to-face meeting with our advisors
- Make a telephone enquiry
- Email us your enquiry
How will we use your data?
The Advice Services - Specialist Referral collects your data so that we can:
- to contact you
- to assess eligibility for our services including calculating and providing you with benefits.
Who do we share your data with?
Citizen's Advice through their Refernet system. We use this system to refer you.
How do we store your data?
The Advice Services - Specialist Referral securely stores your data on the Civica Contact Manager system which are password controlled and only the Advice Services - Specialist Referral access those records.
The Advice Services - Specialist Referral will keep a record of your referral up to 3 months. Once this time period has expired, your data will be anonymised on the Civica Contact Manager system.
What are your data protection rights?
The Advice Services - Specialist Referral would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following:
The right to access
You have the right to request the The Advice Services - Specialist Referral for copies of your personal data.
The right to rectification
You have the right to request that the Advice Services - Specialist Referral correct any information you believe is inaccurate. You also have the right to request the Advice Services - Specialist Referral to complete the information you believe is incomplete.
The right to erasure
You have the right to request that the Advice Services - Specialist Referral erase your personal data, under certain conditions.
The right to restrict processing
You have the right to request that the Advice Services - Specialist Referral restrict the processing of your personal data, under certain conditions.
The right to object to processing
You have the right to object to Advice Services - Specialist Referral processing of your personal data, under certain conditions.
The right to data portability
You have the right to request that the Advice Services - Specialist Referral transfer the data that we have collected to another organization, 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 our email: [email protected]
Or write to us:
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW
Cookies
Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our websites, we may collect information from you automatically through cookies or similar technology
For further information, visit allaboutcookies.org.
Changes to our privacy policy
The Money and Advice Team keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 20 May 2025.
How to contact us
If you have any questions about the Advice Services - Specialist Referral privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us via email at [email protected] or by post:
Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW
How to contact the appropriate authority
Should you wish to report a complaint or if you feel that the Advice Services - Specialist Referral has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner's Office or by calling 0303 123 1113.
