Privacy Notices - Participation team consultation forms Privacy Notice

You need to be aware of this Privacy Notice if you are signing up to complete questionnaires from the Participation team. These will be used to gain views of young people in care.

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”).

The Participation team as part of Swindon Borough Council collects data about you when you complete a Smart Survey Consultation Form.

This includes:

• a child or children’s full name

We are collecting this information using an online tool called Smart Survey to replace the paper forms, to improve efficacy and reduce costs where possible. We also understand that using an online tool will more paper light and help Young People and Carers keep track of the information provided and improve communication of  children and young peoples views.

Data reports will be taken from the Smart Survey System and recorded against the child’s file once received. This will assist the process of obtaining the wishes and feelings of those participating in the review.

We will use the information you provide on the Smart Survey From to make decisions shape the service they provide moving forward.

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 will use the information you provide for meaningful work based on the outcomes moving forwad. To make decisions based on views, wishes and recommendations provided  that ensure the best outcomes for young people, foster carers and professionals involved.

We may also use the information provided to:

• make improvements to the service we provide to foster carers and young people
• check the quality of service we are providing to foster carers and young people
• provide the best outcomes and experiences for all children in care

Processing is necessary for the provision of health or social care or treatment or the management of health or social care systems and services. By proving your full name we are able to easily match the information provided on the Smart Survey Form to the correct Child’s file and ensure it is recorded and processed on behalf of Swindon Borough Council.

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.
 

We may need to use the information you provide to hold case discussions with other internal departments, to ensure quality care is being provided with regards to the Child in Care. This includes The Fostering and Social Work Teams and from time to time contacting external agencies such as Doctors and Health Care Providers on your behalf.

This data sharing enables us to personalise your support and ensure that you are receiving the best service possible.

In the course of working with Child, Young People and Foster Carers we may collect information from, or share with, some of the following third parties (non exhaustive list):

• Other Local Authorities
• Care Quality Commission (CQC)
• Contracted External providers
• Swindon Safeguarding Adults Board (LSAB)
• Swindon Safeguarding Children Board (LSCB)
• NHS providers, such as GPs and hospitals
• Partner agencies, which deliver services in partnership with Swindon Borough Council

This data sharing enables us to personalise your support and ensure that you are receiving the best service possible.

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.

Examples of our security include:

• controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
• training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong

We will also do what we can to make sure we hold records about you in a secure way, and we will only make them available to those who have a right or need 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.
 

The information will be collect from the Smart Survey platform but designated members of the Participation team only and will be kept for the 6 month duration until the next review is due, when you will be asked to complete the same online survey to provide your updated information. Relevant at that time period to inform the Independent Reviewing officer of any changes in circumstances.

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.

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 our Data Protection Officer at DataProtection@swindon.gov.uk

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 obligation to provide personal data to Quality Assurance & Review Team using the Smart Survey.  However, if you do not provide your data it will limit the services we are able to offer you.

Should you wish, you can decide to use the paper process in place of this electronic version, by advising the Independent Reviewing officer (IRO) of your preferences.
 

All completed surveys will be reported on a monthly basis, which will allow for the Quality Assurance Team to audit completed surveys and mark them as completed.

You are viewing the Privacy Notice for signing up to complete questionnaires from the Participation team.

Read the main Privacy Notice