Privacy Notices - On Trak Privacy Notice

Introduction

On Trak is a counselling service for young people who, at the time of referral, are experiencing mental health problems that are likely to respond positively to ‘talk-based’ therapies.

When you come to On Trak we will need to collect information about you, this is called your ‘data’ and you are the ‘data subject’. This privacy notice tells you what information we collect about you and why. Swindon Borough Council is the ‘data controller’.

What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Who is collecting and using your personal data?

When you come to On Trak we will need to collect information about you, this is called your ‘data’ and you are the ‘data subject’. This privacy notice tells you what information we collect about you and why. Swindon Borough Council is the ‘data controller’.
 

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession.

The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

What personal data do we collect?

The details that we would like to collect whilst counselling you include:

  • Name and date of birth
  • Address
  • Gender
  • Ethnicity
  • Physical or mental health conditions
  • Sexual health
  • Religious/ other beliefs
  • Information relating to your family and lifestyle
How do we process your personal data?

This information is held on paper files and in our database. Only On Trak staff and managers who have a need to know in the same office can see and/or have access to this.
 

Why do we need your personal information?

We need your personal information to:

  • understand your situation and to help us to support you in the best way we can
  • keep a record of when we see you and when we speak to other people about you
  • help keep you safe
  • find ways of improving our service

 

How the law allows us to use your information?

The new data protection law (the GDPR) states that we must only use your personal data for tasks in the public interest and/or tasks relating to the work we do with you.

Who do we share your information with?

We may share your details with the following agencies for data monitoring purposes. Wherever possible, we will let you know that we are doing this.

We may share your details with the following agencies:

  • Targeted Mental Health Service(TAMHS)
  • Child and Adolescent Mental Health Services  (CAMHS)
  • The NHS—for monitoring purposes and to keep you safe.

Information is for statistics only and personal information will not be passed to other departments.

How do we protect your information?

We take the security of your personal data seriously. We have internal policies and controls in place to ensure that your personal data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

How long do we keep your personal information?

We keep your information for 7 years after your final session with us.

What you can do with your information?

The law says you have the right to see the information we hold about you.

If you would like to see this information or you have any concerns about how we look after your personal information, please contact the Council’s Data Protection Officer at  DataProtection@Swindon.gov.uk or Telephone 01793 445500.

Your right to complain

For further details on how your information is used, how we maintain the security of your information, and your rights to access information we hold on you please contact customerservices@swindon.gov.uk or contact the Data Protection Officer at:

Swindon Borough Council
Civic Offices
Euclid Street
Swindon
SN1 2JH

What if you do not provide personal data?

You will still be able to access the service.

How will we ensure compliance?

It will be reviewed within the guidelines of current and future legislation.

Main privacy notice

You are viewing the Privacy Notice for the On Trak counselling service.

Read the main Privacy Notice