Support North Northants Privacy Notice

Telephone: 07771 973 195
Web address: www.supportnorthamptonshire.org.uk

The Data Controller is Support Northamptonshire.

Support Northamptonshire is a community wellbeing charitable social enterprise which aims to:
• build sustained long-term resilience for people and communities;
• provide support for vulnerable people;
• enable asset-based community-led social action;
• support organisations to collaborate;

Support North Northants (SNN) is a new service, being led by a collaboration of Voluntary and Community Sector (VCSE) organisations in partnership with a number of Public Services, who have jointly committed to work together to improve the way you and your family receive services. Working in a more joined up way like this will help you and your family with taking better control of your lives. Together we can provide the opportunities and support you need when you need it.

If you require a co-ordinated response from a number of services, then we will work together to offer support to help you and your family improve your current situation. The VCSE organisations involved in Support North Northants include Support Northamptonshire, SERVE, Accommodation Concern, Groundwork and others as needed and the Public Services involved include North Northamptonshire Council, North Northamptonshire Health Services, Housing providers, Northamptonshire Police.

How is this different to the support you may have received in the past?

Previously, lots of different agencies may have worked with you and your family separately, trying to crack problems and provide their bit of your support needs. The Support North Northants way of working looks at helping you and your family as a whole, making sure the right support is provided at the right time, in a more joined up way, helping you to get back on track more quickly.

What ‘special’ types of personal data do we need from you?
• Physical or mental health details
• Racial or ethnic origin
• Religious or other beliefs of a similar nature
• Your support outcomes

Information may also be provided by the SNN partner organisation who you have said
can share your information with SNN.

There are a number of reasons why we need to collect and use your personal information:
• Provision of support and services
• To safeguard you
• For evaluation of the service

The information that is shared will be kept together securely. The above listed organisations will be considered Joint Data Controllers for the shared information.

The information that is provided to partners will be used in accordance with the Data Protection Act. Information will be accurate, where necessary kept up to date and will be kept for no longer than necessary, in line with our retention policies.

Each of the VCSE and Public Services involved in providing you and your family help in the SNN way have legal responsibilities to offer these types of support, as they do currently. However, by working together to provide these services in a joined up way aims to make it easier for you and your family to receive all the necessary support to help you and your family improve your current situation.

All of the public bodies involved in the SNN way of working have the legal right to use your information to provide you and your family with the support they provide on a day to day basis. This is called “Processing of Data”. Processing means work such as collection, recording, storing, changing, sharing, general use, or destruction.

Each of the organisations listed have to comply with different laws and legal regulations making it their responsibility to provide the necessary services you and your family. Some of the legal acts that the organisations use are listed below:

• Localism Act 2011
• Health and Social Care (Safety and Quality) Act 2015
• Children Act 2004
• Health and Social Care Act 2001
• Health and Social Care (Community Health and Standards) Act 2003
• National Health Service Act 2006
• Social Security (Claims and Information) Regulations 1999
• Care Act 2014
• Crime and Disorder Act 1998
• Housing Act 1996
• Homelessness Act 2002
• Education Act 2011
• Education and Skills Act 2008

This is not a full list of the laws and regulations that are used to explain why the “processing” of your information is necessary.

In addition the following laws and Regulations may apply:

• UK GDPR Article 6 1 (e) 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.
• In respect of Special Categories of Personal Data, UK GDPR Article 9 grounds 2 (h) processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services.
• In respect of Special Categories of Personal Data, Data Protection Act 2018 Schedule 1 Part 1, 2 Health or social care purposes and Schedule 1 Part 2 19 processing is necessary for health or social care purposes and Safeguarding of economic well-being of certain individuals

The Data Protection Act 1998 requires that conditions from both Schedule 2 and Schedule 3 of the Act are met to allow your information to be used properly. This means that one of the conditions from each Schedule must be picked to justify the use of your information.

The Schedule 2 Condition that is being used is:

Condition 2
“The processing is necessary for compliance with any legal obligation to which the data controller is subject, other than an obligation imposed by contract”
Due to the different types of sensitive information that are being used a number of Schedule 3 Conditions are being used, these are:

Condition 3
“The processing is necessary:
(a) in order to protect the vital interests of the data subject or another person, in a case where
(i) consent cannot be given by or on behalf of the data subject, or
(ii) the data controller cannot reasonably be expected to obtain the consent of the data subject, or
(b) in order to protect the vital interests of another person, in a case where consent by or on behalf of the data subject has been unreasonably withheld.”

Condition 6
“The processing:
(a) is necessary for the purpose of, or in connection with, any legal proceedings (including prospective legal proceedings),
(b) is necessary for the purpose of obtaining legal advice, or
(c) is otherwise necessary for the purposes of establishing, exercising or defending legal rights.”

Condition 7
“The processing is necessary:
(a) for the administration of justice,
(aa) for the exercise of any functions of either House of Parliament,
(b) for the exercise of any functions conferred on any person by or under an enactment, or
(c) for the exercise of any functions of the Crown, a Minister of the Crown or a government department”

We collect only the information that we need to carry out these functions and we ensure that it is used and stored safely and securely.

All staff who have access to information about you will have received training on data protection and information security and they work to a code of conduct which requires them to respect the confidentiality of the information about you that they have access to in order to do their jobs.

5.1 SNN evaluation
Making sure that we are providing the right services in the right way is really important. This means part of how we work will involve evaluating how the services provided helps the people taking part, or if they are not actually helping at all. Being able to do this research is a great help because it allows us to make improvements to the services for you and your family.
Information for the purpose of evaluation will be anonymised and no personal data will be used (is that right?)

5.2 Who else might we share your data with?
In line with the best practice we will always ask you who you are happy for us to share your information with. We record what you say about this in our case files, so that we can comply with your wishes wherever possible. In order to provide you with the best service possible we will ask to share information about you with people and agencies who know you or who might be able to help you. This may include:
• Health providers
• NHS agencies (GPs, hospitals, ambulance, health visitor)
• Domiciliary care providers
• Residential care providers
• Education providers
• Advocacy services
• Day care providers
• Mental health services
• Government agencies (Department of Health, Department of Work and Pensions)
• Local government such as Adult Services, Children’s Services, Housing Services, Communities and Wellbeing services
• Police
• Substance misuse agencies
• Advocacy services
• Fire and rescue services
• Housing associations
• Northamptonshire Children’s Trust
• Voluntary sector organisations

We require anyone we share information with, or who uses it on our behalf, to adhere to the Data Protection Act 2018 and UK GDPR. We may need to share personal information with law enforcement or other authorities, which we will only do if required by the applicable law.

Your information will be held for the minimum length of time that these various law and legal regulations state they must be held for.

Where laws do not specify how long information must be kept for the organisation will use recommendations from legal advisors and how long other specialists in the organisations decide it is necessary to keep it for. All decision that are not based on legal requirement have to be explained.

Due to the many different types of information that are used by the organisations involved in it would not be practical for us to list all of them and the periods they will be held for here.

However as lead VCSE provider Support Northamptonshire’s retention policy states:
We will stop using your data after we no longer have a statutory reason to use your information, this may be when your services have ended, and we are no longer required to use your information for service planning or improvement purposes.

Your data will be deleted 8 years after we stop using it. If a record comes back into use during its retention period, then the retention period will reset and begin again from the end of the second period of use.

We will securely dispose of your information in line with retention periods.

7.1 What If I feel the information is wrong or you’re sharing it in ways I don’t like?

You have the right to complain if your feel your information is not being used in the right way. To begin with it may be better to speak with your allocated Support Worker or the SNN Operations Manager.

If you are still not satisfied with the response to how your information has been handled by SNN, you also have the right to raise a complaint with the Information Commissioner’s Office.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113