Privacy Notices - Quality assurance and review team consultation forms Privacy Notice

You need to be aware of this Privacy Notice if you are completing the 2020 fostering recruitment survey.

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

Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us. We will ensure that the data given to us is processed in line with our Data Protection Act 2018 (DPA 18) and the EU General Data Protection Regulations. (GDPR)

To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer. dataprotection@swindon.gov.uk or in writing to Data Protection Officer, Civic Offices, Euclid Street, Swindon, Wiltshire, SN1 2JH.

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”).

We will collect your full name.

Swindon Borough Council complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal information to:

• create a secure and comprehensive record of all of the work that we do with and for you:
  • Your name, address, telephone number, date of birth
  • Contact details for members of your family and/or  support network
• fully understand your needs:
  • Information about you and your circumstances
  • Information about your needs and wishes
• arrange short/long term support solutions:
  • Details contained in your  records and conversations held
• liaise with GP’s and other health care professionals on your behalf:
  • Relevant personal information held on our systems
• keep you safe from harm:
  • Information about any health and safety concerns that may be relevant
• process complaints and compliments regarding the services we have provided:
  • Details contained in your health records and correspondence received
• work with you or your representative to create a support plan:
  • Details contained in your health records and conversations held
• analyse the service that we are providing:
  • Statistical reports output by our computer systems

The sharing of information facilitates a joined up approach with partner agencies, to provide you with the best possible support.

When we collect your personal data, we rely on the following legal bases:

• Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
• Processing is necessary for compliance with a legal obligation to which the controller is subject

When we collect your ‘special categories of personal data’, (such as health, race, ethnicity, sexual orientation) we rely on the following legal bases:

• Processing is necessary for reasons of substantial public interest (safeguarding of children and of individuals at risk)
• Processing is necessary for the provision of health or social care or treatment or the management of health or social care systems and services

These legal bases are underpinned by acts of legislation that dictate what actions can and should be taken by local authorities, including:

• The Care Act 2014
• Health and Social
• Care Act 2015
• Children’s Act 1989
• Data Protection Act 2018
• Human Rights Act 1998
• Mental Health Act 1983 (Amended 2007)
• Mental Capacity Act 2005

As we have a statutory basis for collecting your personal data, we do not need to ask for your permission to collect and share it, however we will only ever share your data on a basis of need, in line with legislation and will work transparently with you at all times.

If you do not provide your data, it will limit the effectiveness of the services and support that we are able to offer you. If you want to remove your consent please contact DataProtection@swindon.gov.uk and tell us which service you are using and wish to unsubscribe from, so we can deal with your request promptly.
 

In the course of working with you, we may collect information from, or share it, with some of the following third parties (non exhaustive list):

• Borough Councils
• Care Quality Commission (CQC)
• External providers
• Swindon Safeguarding Adults Board (LSAB)
• Swindon Safeguarding Children Board (LSCB)
• NHS providers, such as GPs and hospitals
• Other professionals
• Partner agencies, such as volunteer organisations and statutory organisations

The Swindon Safeguarding Adults Board (LSAB) is a statutory service which exists to make sure that all member agencies are working together to help keep Swindon’s adults safe from harm and protect their rights.

This data sharing enables us to personalise your support and ensure that you are receiving the best service possible.
We will share your personal data with the National Fraud Initiative, which is administered by the Cabinet Office, for the purposes of assisting the prevention and detection of fraud.

We will share personal information with law enforcement or other authorities if required by applicable law.

Our survey provider is ‘Smart Survey’, who provide online surveys and forms as a service. They process your Personal Data as a Processor on behalf of Swindon Borough Council.

We will do what we can to make sure we hold records about you (electronically) in a secure way, and we will only make them available to those who have a right to see them.

We will maintain the reliability, accuracy, completeness and currency of personal data in our databases and to protect the privacy and security of our databases. We keep your personal data only for as long as reasonably necessary for the purposes for which it was collected.

Our servers and databases are protected by industry standard security technology.
The employees who have access to personal data have been trained to handle such data properly and in accordance with latest regulation.
 

We will hold this information for a retention period of six months, from completion of the survey.

Under the Data Protection Act 2018 and the EU General Data Protection Regulations you have the following rights:

• The right of access to you own personal data
• The right to request rectification or deletion of your personal data
• The right to object to the processing of your personal data
• The right to request a copy of the information you provide us in machine-readable format
• The right to withdraw your consent to any processing that is solely reliant upon your consent.

Should you wish to exercise any of your rights, you should contact the Data Protection Officer.
 

In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough Council, you should write to our Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint and data protection incident procedures. If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office at www.ICO.org.uk.

You may refer the matter to the Information Commissioner’s Office whose contact details are below:

Information Commissioner’s Office
 Wycliffe House
 Water Lane
 Wilmslow
 Cheshire
 SK9 5AF

Email: casework@ico.org.uk

The ICO website also contains information on data protection and your rights and remedies.
 

You are under no statutory obligation to provide personal data to Swindon Borough Council.

A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.

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