Adult Intake Services Privacy Statement

Find out how Stirling Council uses personal data by checking the Council’s website at the following address:

https://www.stirling.gov.uk/privacy-statement/

Our website contains a Register of Data Processing which lists all the different ways
in which the Council uses personal data.

This Privacy Notice provides more information about just one of those processes.

The Council has a Data Protection Officer to make sure it is complying with data protection laws.

They can be contacted at:

Data Protection Officer
Stirling Council
Old Viewforth
14-20 Pitt Terrace
Stirling
FK8 2ET

Email: dataprotection@stirling.gov.uk
Telephone: 01786 404040

All data is processed as part of the Regulation of Care. The personal data is initially collected by the Enhanced Reception Services team where a contact/referral is created in the electronic care management system.

This information is then passed to the Intake team where a support service is required to be put in place. The person would be contacted by a member of the
Intake Team who would arrange a meeting with the service user and an Outcomes Focussed Assessment would be carried out.

Further personal data would be gathered at this point and processed to determine the person’s need for a service.

The information is recorded and processed using service standards/eligibility criteria and decision taken may be:

• No further service required (personal data held in
  case of further contact)
• Process information and transfer to purchase a
  service (e.g. respite, crisis care, increased care
  package)
• Forward to Locality service for care management

In the event of a Social Work crisis out-with office hours, including weekends and public holidays, the Emergency Duty Team (EDT) are available to receive calls and
provide information to service users. This service is provided across Stirling, Falkirk and Clackmannanshire Councils. Inquiries relating to the service user and/or other parties may include the sharing of information via
secure double password protected email. The EDT have Social Workers specifically trained to respond to emergency situations in order to address an emergency which may include working in partnership with Housing
Services, NHS 24 and Police Scotland.

The data includes information about current or potential service users and their carers.

Personal data processed

• Name
• Address
• Date of birth
• Name and address of GP
• Information about the services to be provided

Special category data processed

• Health (physical or mental)
• Racial or ethnic origin

Personal data – Legal obligation, in order to comply with our obligations under the Community Care and Health Act 2002.

Special category data – Obligations under employment, social services or social protection law, or a collective agreement, in order to deal with our obligations under the Adults with Incapacity (Scotland) Act 2000.

Data is collected by Council employees in the course of an interview or telephone conversation or in written correspondence with the Data Subject or agent.

The personal data is stored in the electronic care management system and this information may be accessed by other teams such as Intake or Locality Teams in order to capture additional information as required.

Personal data may be passed from a different
organisation through the completed Single Shared Assessment from NHS

All data is stored electronically in the care management system.

Data is retained for either 5 years from last action or 3 years from the death of the adult

Data is shared with external providers who provide service users with a service.

You have the following rights under data protection laws. If you have a request under any of these rights, you can make a subject access request.

• The right of access – You have the right to request information we hold about you. This is known as a subject access request and is free of charge. We must respond within one month, although this can be extended to three months if the information is complex.
  
  
• The right to rectification - You are entitled to have your information rectified if it is factually inaccurate or incomplete. We must respond to your request within one month. If we decide to take no action, we will tell you why and let you know about your right of complaint to the UK Information Commissioner
  
  
• The right to erasure - You have the right to ask us to delete your information or stop using it. It will not always be possible for us to comply with your request, for example, if we have a legal obligation to keep the information. If we decide to take no action, we will tell you why and let you know about your right of complaint to the UK Information Commissioner.
  
  
• The right to restrict processing - You have the right to restrict how your data is processed in certain circumstances, for example, if the information is not accurate. If a restriction is applied, we can retain just enough information to ensure that the restriction is respected in future. We must tell you if we decide to lift a restriction on processing.
  
  
• The right to data portability – You have the right to object to processing, if we are processing your personal data with your consent, and it is held in a structured, commonly used, machine-readable form, you have a right to ask us to transmit it to another data controller so they can use it. This right does not apply if we process your personal data as part of our public task.
  
  
• The right to object - You can object to your information being used for profiling, direct marketing or research purposes.
  
  
• You have rights in relation to automated decision making and profiling - to reduce the risk that a potentially damaging decision is taken without human intervention.

If you want to complain about or comment on how we have processed your personal information, you should email dataprotection@stirling.gov.uk

If you are still unhappy with how the council handled your complaint, you can contact the UK Information Commissioner's Office at:

The Information Commissioner,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire SK9 5AF

Phone: 0303 123 1113

You can find further information on the Information Commissioners Office website.