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How can I see my File?

INTRODUCTION

We have to keep records about our involvement with anyone who use our services.  Records are kept in our local offices as well as in residential homes, day centres and other places from which services are provided.

If you are receiving, or have received help from us, you should have access to your records wherever possible.  You can also ask someone else to contact us on your behalf such as a relative.  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 about you which is held on computer is also covered by the Data Protection Act 1998.  This states that with certain exceptions, you have a right of access to personal information held about you.  You have the right to have mistakes corrected, and any unnecessary information deleted.

EXCEPTIONS

There are some circumstances when information may not be available.  These are:

• where there is information about another person;
• 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?

Write to:

Team Manager - Customer Relations & Management Support
Blaenau Gwent County Borough Council
Social Services Department
Anvil Court
Church Street
Abertillery
NP13 1DB

Your 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 write to you to acknowledge your request within 5 working days.  We will give you the information within 40 days of receiving your request.

We have to consult with other professionals and agencies, for instance the Health Authority, before giving you information they have provided to us about you.

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 the Corporate Director Social Services at the above address.

WHAT IF THERE ARE MISTAKES IN MY FILE?

If there are errors of fact in your file, you can ask for them to be put right.  If we tell you the file is not to be changed, you have a right of appeal.  Your social worker can give you more details about this.