privacy policy

1. Who we are, what we do.

Foster Wales Newport are the fostering service that manage all fostering related enquiries for Newport City Council.

Our team manage all fostering enquiries to the point that potential candidates are approved and beyond.

This notice is provided for clarification on what information the council needs in order to process enquiries to foster. It is necessary for the council to gather, collect, store and process personal information relating to claimants. The council puts measures in place to protect the privacy of individuals throughout this process 

Who is responsible for your information? 

All personal information is held and processed by Newport City Council in accordance with Data Protection legislation.


2. What and whose personal information we hold?

If you are making an enquiry to become a foster carer, the information obtained is only in relation to your enquiry to foster and will only be used to contact you to discuss your enquiry further. If we are relying on your consent to process your data, you have the right to withdraw your consent to this processing at any point. To do so, please submit your request to: 


Separate consents will be required for any other personal information needed to continue with the fostering process. 

If you are going through the process of assessment to become a foster carer we will process information on you, your partner and anyone in your household who will be involved in the process.

This can include;

Personal information – name, date of birth, address, contact details (telephone number/email address), employment, information about your family/relationships and previous partners.

Special category information – sometimes we process special category information which is afforded more protection under the Data Protection Act. This is because special category data is deemed to be more sensitive such as any health issues you may have, ethnicity, previous criminal convictions and any previous involvement with social services.

3. Where does the service get my information from?

From you, at the point of making your enquiry/application and if this progresses, during the home visit/assessment stage. 

Providing accurate information 

It is important that we hold accurate and up to date information about you in order to assess your needs and deliver the appropriate services. If any of your details have changed, or change in the future, please ensure that you tell us as soon as possible so that we can update your records. 

4. What will we do with your personal information?

We will use the information you provide to respond to your enquiry.

If it is decided to continue with your enquiry to foster, we will gather more information from you with your consent to help us determine if you are suitable to become a foster carer.

We may monitor and record calls made to us, or calls that we make to you.

5. What is the legal basis for the use of this information?

Data Protection law says that we are allowed to use and share personal information only where we have a proper and lawful reason for doing so.

Our lawful basis for processing fostering enquiries and applications is to comply with;

Local Authority Fostering Services (Wales) Regulation 2018 and code of practice

The Fostering Panels (Establishment and Functions) (Wales) Regulations 2018

Social Services & Wellbeing (Wales) Act 2014

The Children Act 1989

Children Act 2004

6. Does the service share my personal information with any other organisation?

The main users of your personal information are Newport City Council. Your personal information is not shared with any other organisation at the point of enquiry. Your information will be shared with your consent if the enquiry proceeds, for the fostering team to determine your suitability to become a foster carer.

At this point you will be asked by our fostering assessment team to give consent for your personal information to be shared internally. Should you progress to full assessment you will be asked for consent for your personal information to be shared with other persons/organisations who are an essential part of your full assessment. Further details will be provided about these other persons/organisations should you progress to full assessment.

Newport City Council is the data controller and the Data Protection Officer is:

Digital Services Manager


Tel:     01633 656656

Other data controllers may also be responsible for your information, depending on the specific circumstances. Please contact the service area for further information.

7. How long will my information be kept?

We will only keep your personal data for as long as we need to in order to fulfil the purpose(s) for which it was collected and for so long afterwards as we consider may be required to deal with any questions or complaints that we may receive, unless we elect to retain your data for a longer period to comply with our legal and regulatory obligations. Anonymised data may be kept for statistical purposes. You can withdraw your consent to this at any time by contacting us. Information gathered will be stored electronically on our WCCIS system.

8. Your information, your rights.

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.

Further information on your rights and how to exercise them:

The Data Protection Act gives you a number of rights. Please note that not all of these rights are absolute and we will need to consider your request upon receipt. You have the right to request:

  1. to have your data rectified if it is inaccurate or incomplete;
  2. to have your data erased;
  3. to restrict the processing of your data;
  4. to exercise your right to data portability;
  5. to object to the processing for the purposes of direct marketing, profiling and automated decision making.

In all instances, please submit your request to: 

Complaints Procedure

If you are unhappy with the way Newport City Council is using your data, you have the right to complain to us.  If you would like to do this, please contact us by sending an e-mail to this address; 

If you are not content with the subsequent outcome of your complaint, you may apply directly to the Information Commissioner for a decision.  Generally, the ICO cannot make a decision unless you have exhausted the Councils complaints procedure. The Information Commissioner can be contacted at: 

The Information Commissioners Office, 

Wycliffe House, Water Lane, 



SK9 5AF.

Requests for information

All recorded information held by Newport City Council may be subject to requests under the Freedom of Information Act 2000, Environmental Information Regulations 2004 and the Data Protection Act.

If you would like to request a copy of the personal information that we hold about you, you can request to have a copy of our Personal Information Request Form here: 

If you would like to submit a Freedom of Information Request/Environmental Information request to us, you can submit your request to us here:

For further information on Newport City Council’s Terms and Conditions click here

9. Contact us

We welcome your comments regarding this Statement of Privacy. If you believe that Foster Wales Newport has not adhered to this Statement, please contact us:

By email at:

By telephone on: 01633 210272  

In writing at: Newport City Council, Civic Centre, Godfrey Road, Newport, South Wales, NP20 4UR