Service Specific Privacy Notices 2014/15

Adult Social Care

Who do you keep information about?

We keep information about people who contact us about adult social care support. We also keep information about people that other organisations tell us might need adult social care support.

Why do you keep information about me?

The information we keep helps us to decide how to help you. We need to keep it so that we can plan your support. 

How do you store my information?

We use two computer systems to store most of the information we have about you. We sometimes have information in paper files too.

How long do you keep information about me?

We keep your information for up to ten years after you stop getting support from us. This is so that we can use it if you need our support again or because the law says we have to keep it. We destroy your information safely when we no longer need it.

What sort of information do you keep?

We collect basic information such as names and contact details.  We will also ask for other information, for example:

  • your religion and ethnicity
  • your health
  • support that you have had, or are having, from other organisations
  • details of your family and close friends (if this is relevant)

We collect all of this information to make sure that we provide you with the right advice or support.

We might also ask about your criminal convictions. This is because we have to keep you, our staff and other people as safe as we can.

Sometimes, we might ask other people to give us information about you. This might be members of your family, your carers, your GP or anyone else we need to speak to.  This is to help us decide the best way of helping you. We will usually discuss this with you first unless there is a very good reason not to. 

Who can see my information in the Council?

We let staff from a number of different parts of the Council use the information if they need it to do their jobs and the law allows them to. To keep your information safe, we have policies and procedures in place.

Who can see my information outside of the Council?

Sometimes, we might need to ask another organisation to help you. To do this, we might need to give the organisation information about you.  We will speak to you about this first unless there is a very good reason not to. An example is if we think you might be hurt and there is not time to talk to you. 

If you are receiving support from a service provider, such as a care home, home care provider and/or a day opportunity, we will provide them with information about you so that they can meet your needs and keep you, and other people, safe.

Some of our teams are joint teams that include Adult Social Care staff and staff from our local NHS services. If a joint team provides the support you need, we will tell you about it.  We will let you know how that team handles the information they collect about you.

We also have a team that deals with concerns about people’s safety.  We call this the Multi-Agency Safeguarding Hub, or MASH for short. This team includes social workers and support staff from Adult Social Care and Children’s Social Care.  It also includes specially trained police officers and health staff.  To make sure that people in this team can make good decisions, we let them look at some parts of our computer systems.  They also let us look at some parts of their systems.

Whenever we let people outside of the Council see your information, we give them instructions about what they can do with it. We also ask them to show us that they will look after the information properly.

Can I see my information?

Yes, you can ask the Council for your information.  You can find out more about this on our Data Protection page. If you need help with this, talk to your care manager or social worker. 

What if I have more questions?

The best person to speak to is your care manager or social worker as they know most about your case. 

You can talk to the Complaints and Information Governance Team if you do not want to talk to your care manager or social worker. You can also talk to the Complaints and Information Governance Team if you have questions that your care manager or social worker cannot answer.

The Complaints and Information Governance Team’s telephone number is 01325 406777. 

Other formats

Please contact the Complaints and Information Governance Team’s on 01325 406777 if you need this information in a different format.

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Checking eligibility for a free childcare place for a two year old, the Early Years Pupil Premium for three and four year olds, and a 30 hours childcare place for three and four year olds

Darlington Borough Council ‘links in’ to the Department for Education’s checking system for two year olds and Early Years Pupil Premium (EYPP) for three and four year olds and the HMRC checking system for 30 Hours Childcare for three and four year olds. This enables local parents to check on-line on the Darlington Borough Council web pages to see if there child is eligible for a free childcare place for a two year old or whether their childcare provider or school is eligible for the EYPP on behalf of their child and also enables local childcare providers and schools to validate a child’s 30 Hours Childcare unique eligibility code. 

Before the two year olds check can be carried out the parent/carer must complete a form requesting some personal details including the parent/carer’s name, their date of birth and their National Insurance Number or their National Asylum Support Service Number – the on-line check cannot be carried out without this information. The form also asks for the parent/carer’s contact details so that the system can issue a response to the eligibility check and the name and date of birth of the child for whom the check is being  carried out and where applicable, the name of the childcare provider currently being attended by this child. This enables the local authority to follow up on cases, ensuring that an eligible child already attending childcare is accessing their entitlement free of charge or that a parent/carer with an eligible child who is not already attending a setting is provided with support, where necessary, to find an appropriate childcare place.

Registered childcare providers or schools can use this system to check a child’s eligibility on behalf of a parent/carer but they must receive the prior consent of the parent/carer to do this and they must ensure that the parent/carer is aware of the outcome of the eligibility check. Before the check is carried out we also require the name and contact details of the person carrying out the check on behalf of the parent/carer, to ensure that eligibility checks are bona fide. We may also collect anonymous information, such as your computer’s IP address to enable us to identify and report any suspicious eligibility checks. An Internet Protocol (IP) address is the numeric address of a computer and is determined by your internet service provider. It is different to your house address and although we can determine a rough geographic location from it, we cannot use it to identify you personally. We use the IP address to identify individual computers.   In the event of serious criminal misuse of the internet, your internet service provider and the police may be able to use your IP address to identify you.

If HMRC have assessed your child as being eligible for 30 Hours Childcare for three and four year olds, before funding can be allocated to your child, your chosen childcare provider or school will need to validate your child’s 30 Hour Childcare unique eligibility code which is awarded by HMRC. The childcare provider or school will use Darlington Borough Council’s 30 Hours Childcare secure provider portal in order to do this. Before the code can be checked the provider/school will need to enter the following information on to the system:

  • Child’s 30 Hour Childcare Unique Eligibility Code
  • Parent’s/ partner’s full name
  • Parent’s/ partner’s contact details
  • Child’s full name
  • Child’s date of birth
  • Parent’s/ partner’s National Insurance Number

This data is also used to run an audit six times a year which enables the local authority to identify which children may no longer be eligible for 30 Hours Childcare funding. This information will be passed to the school or childcare provider(s) which the child is attending and it will also be shared amongst relevant departments within the Council. If the HMRC system validates the child’s unique eligibility code, the childcare provider or school is asked to input the following additional information:

  • Child’s Full Address including Postcode
  • Child’s Gender
  • If applicable, the no. of funded hours per week the child is currently at the provider
  • If applicable, the no. of hours per week in total the child is currently at the provider
  • Confirmation of whether the child is eligible for the Early Years Pupil Premium
  • For those children not already attending provision, confirmation of the number of funded hours per week the child will access the provision
  • Details of any other settings where the child may be accessing their funded entitlement
  • Questions about how you would like to access the 30 hours free childcare eg would you like to access the full 30 hours a week or less, would you like to use the offer during school holidays, at weekends or outside of normal working hours, do you plan to increase your working hours as a result of the offer?

This information is required to enable grant funding to be paid to the school or provider for your child. It is also used by the local authority to ensure that there is a sufficiency of the correct type of childcare places in the borough. When validating a child’s 30 Hour Childcare Unique Eligibility Code a school or childcare provider must receive the prior consent of the parent/partner to do this, they must have obtained the consent of the parent/partner to receive the response of this validation and regular code audits and they must ensure that the parent/partner is aware of the outcome of the validation. If you decide, as the child’s parent/partner, you no longer wish your personal data to be used to validate 30 Hours Childcare eligibility, an e-form is provided on the system to enable this consent to be withdrawn.    

Whilst running the 30 Hours Childcare validation checks we may also collect anonymous information, such as the computer’s IP address to enable us to identify and report any suspicious validation checks. An Internet Protocol (IP) address is the numeric address of a computer and is determined by your internet service provider. It is different to a house address and although we can determine a rough geographic location from it, we cannot use it to identify you personally. We use the IP address to identify individual computers. In the event of serious criminal misuse of the internet, the internet service provider and the police may be able to use this IP address to identify you.

Darlington Borough Council may use the data captured on these systems to ensure the accuracy of records across the Local Authority and to check against fraud. Darlington Borough Council is required by law to protect the public funds it administers. We may share information given to us with other bodies responsible for auditing or administering public money to help prevent and detect fraud. Regarding Free Childcare for Two Year Olds and the Early Years Pupil Premium, the data collected from the on-line form is stored by Darlington’s People and Families’ Information Support Service in a restricted, internal e-mail folder.  As well as passing this data on to registered childcare providers and schools, they may also share this data with staff from other parts of the Council, for example, Children’s Centre staff, to enable them to support parents to access childcare provision whilst meeting the legal requirements of the Data Protection Act. To keep this information safe, we have policies and procedures in place.

If you require further information regarding Darlington Borough Council’s Data Protection Policy then please visit the Data Protection webpages. Darlington Borough Council’s nominated representative for the purposes of the Data Protection Act and the named Data Protection Officer is the Head of Corporate Assurance.

If you have any further questions about data protection, you can talk with the Complaints and Information Governance Team on telephone number (01325) 405449.

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Children’s Social Care 

Who do you keep information about?

We keep information about children and their families that are referred to us for, or identified as needing, support from Children, Families and Learning.

Why do you keep information about me?

The law says that we have to provide support to children and their families, to protect children and to prevent abuse. To do this, we need to collect information about children, their families and other people involved with them. We also use the information that we collect to check the quality of our services and, where necessary, to make changes to them.

How do you store my information?

We use two computer systems to store most of the information we have about you. We sometimes have information in paper files too.

How long do you keep information about me?

We keep some information for nearly 100 years. This is so that we can use it if you need our support again or because the law says we have to keep it.  We destroy your information safely when we no longer need it.

What sort of information do you keep?

We collect basic information such as names and contact details. We will also ask for other information, for example:

  • your religion and ethnicity
  • your health
  • support that you have had, or are having, from other organisations
  • details of your family and close friends (if this is relevant)

We collect all of this information to make sure that we provide you with the right advice or support.

We might also ask about your criminal convictions. This is because we have to keep you, our staff and other people as safe as we can.

Sometimes, we might ask other people to give us information about you. This might be members of your family, your carers, your GP or anyone else we need to speak to.  This is to help us decide the best way of helping you. We will usually discuss this with you first unless there is a very good reason not to.

Who can see my information in the Council?

We let staff from a number of different parts of the Council use the information if they need it to do their jobs and the law allows them to. To keep your information safe, we have policies and procedures in place.

Who can see my information outside of the Council?

Sometimes, we might need to ask another organisation to help you. To do this, we might need to give the organisation information about you. We will speak to you about this first unless there is a very good reason not to.

If you are receiving support from a service provider, we will provide them with information about you so that they can meet your needs and keep you, and other people, safe.

Some of our teams are joint teams that include Children’s Social Care staff and staff from other organisations. If a joint team provides the support you need, we will tell you about it. We will let you know how that team handles the information they collect about you.

We also have a team that deals with concerns about people’s safety. We call this the Multi-Agency Safeguarding Hub, or MASH for short. This team includes social workers and support staff from Adult Social Care and Children’s Social Care. It also includes specially trained police officers and health staff. To make sure that people in this team can make good decisions, we let them look at some parts of our computer systems. They also let us look at some parts of their systems.

Whenever we let people outside of the Council see your information, we give them instructions about what they can do with it. We also ask them to show us that they will look after the information properly.

Can I see my information?

Yes, you can ask the Council for your information. If you need help with this, talk to your support worker or social worker.

What if I have more questions?

The best person to speak to is your support worker or social worker as they know most about your case.

You can talk to the Complaints and Information Governance Team if you do not want to talk to your support worker or social worker. You can also talk to the Complaints and Information Governance Team if you have questions that your support worker or social worker cannot answer.

The Complaints and Information Governance Team’s telephone number is 01325 406777.

Other formats

Please contact the Complaints and Information Governance Team’s on 01325 406777 if you need this information in a different format.

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Education or training

Darlington Borough Council uses information about children and young people for whom it provides services, to enable it to carry out specific functions for which it is responsible, such as:

  • the statutory education of children
  • encouraging, enabling and assisting the participation young people in education or training
  • the assessment of any special educational needs the child or young person may have.

Schools are legally required to pass on certain information to the local authority. This will include the name, address and date of birth of the pupil and their parents and any further information relevant to the local authority’s role and that of education and training providers.

For young people transitioning from statutory education to post-16 education, the local authority and schools will share relevant information with the named organisation that the young person is progressing into to enable the effective participation of that young person in post-16 learning.

Where young people over the statutory school age are defined as not in employment, education or training (NEET), the local authority may share the name, address, contact number and date of birth of young people with government funded education and training organisations to assist in the encouragement of young people into education or training.

The local authority also uses the information to derive statistics to inform decisions on (for example) the funding of schools, and to assess the performance of schools. The statistics are used in such a way that individual children cannot be identified from them.

The local authority is required to pass on certain information to the Department for Education (DfE) to enable them to assess the local authorities’ performance and determine the destinations of young people after they have left compulsory education. If you require more information about how the DfE store and use your information then please go to the DfE website [external link].

Until pupils are aged 16 or older, their parent(s) can ask that no information beyond their children’s name, address and date of birth (and their own name and address) be passed to the local authority. Parents should inform the pupils school if this is the case. This right transfers to the young person on their 16th birthday.

Clinical Commissioning Group (CCG) use information about pupils for research and statistical purposes, to monitor the performance of local health services and to evaluate and develop them. The statistics are used in such a way that individual pupils cannot be identified from them. Information on the height and weight of individual pupils may however be provided to the child and its parents and this will require the CCGs to maintain details of pupils’ names for this purpose for a period designated by the Department of Health following the weighing and measuring process. CCGs may also provide individual schools and LAs with aggregate information on pupils’ height and weight.

Online information, advice and support on a range of issues affecting young people can be found on the GOV.UK website [external link] with access to trained helpline advisers, through SMS text message, telephone, webchat and email.

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Families Together programme

How are we using your information?

The Family Intervention Team works with eligible families to provide support which will improve their family life.  If your family is assessed as eligible to receive support from us, we will share your personal information (including your name and date of birth) with the Department for Communities and Local Government (DCLG) for research purposes.

How will it affect me?

It will not affect your benefits, services or treatments that you get. Your information will be anonymous and handled with care in accordance with the law.

Why is my information being shared?

We are sharing your information to help improve the services your family and other families receive in the future.

What if I have some more questions?

The best person to speak to is your support worker or social worker if you want to see your information or have more questions because they know most about your case. You can also talk to the Complaints and Information Governance Team if you have questions that your support worker or social worker cannot answer. The Complaints and Information Governance Team’s telephone number is 01325 406777.

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Public Health

On 1 April 2013 the Health and Social Care Act 2012 gave local authorities powers to perform the public health function.  This means that the Council now has a duty to improve the health of people in the local area.  We also have responsibility for commissioning appropriate public health services.

To meet our public health responsibilities, we need to use available statistical data and other relevant health and social care information.  We use this information to analyse the health needs and outcomes of the local population.  

In the main, we receive statistical data from which individuals cannot be identified.  However, in some cases, we need data that does identify people, including name, address, age, sex, ethnicity, disease, use of hospital services and other relevant information that helps us meet our responsibilities.

Where we receive or have access to data from which individual people can be identified, we make sure that we only use it to fulfil our functions and we keep it secure at all times.

If you want to know more about the way that our Public Health Team collects and uses information, please contact Public Health on 01325 406201 or the Complaints and Information Governance Team on 01325 406777.

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