Complex Lives Privacy Notice

For the processing to which this notice relates to be carried out we use the following information:
• personal information – such as: your name, DOB, address, contact information
• special category personal information – such as: your ethnicity, information about your physical and mental health

We collect your information from you directly by working with you to complete documentation relevant to your care, support, and engagement with the Complex Lives Team.

Your information might be used to:
• Provide you with advice and guidance on the services offered by adult social care, health care providers and community-based services as appropriate.
• Fully understand your needs.
• Identify services and/or support.
• Understand your previous health and care support.
• Carry out an assessment of your needs.
• Delivery of services or commissioning of services to be carried out on behalf of the Council.
• Sign post you to services available to you.
• Create a secure and comprehensive record of all the work that we do with and for you.
• Promote your health and wellbeing in partnership with other agencies i.e., Health services.
• Liaise with agencies, companies, and charities on your behalf.
• Work with you or your representative to create a Protection / Safety Plan.
• Endeavour to keep you safe from harm and investigate safeguarding concerns.
• Process complaints and compliments regarding the services we have provided.
• Analyse the service that we are providing.

The table below sets out the legal basis for each of the activities that this Privacy Notice covers:

Personal Data Activity	Legal basis - GDPR Article 6	S8 DPA (delete as appropriate)	UK Legislation
Complex Lives Service	(1)(a) you will provide clear consent for the Council to process your personal data for this purpose (1)(e) to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority	(c) the exercise of a function conferred on a person by an enactment or rule of law	The Health and Social Care Act 2012

 

Special Category Data Activity	Legal basis - GDPR Article 9	DPA 2018 condition
Complex Lives Service	(2)(a) the data subject has given explicit consent to the processing of those personal data for one or more specified purposes (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.	Part 1 of schedule 1

The Council collects and uses information about you on the basis that you have given us your consent to do so. You may withdraw your consent and ask us not to use information about you for this purpose by clearly communicating your wish to withdraw your with the Complex Lives service. This can be done by:
• Recorded informal conversation with your allocated caseworker.
• You can send an informal message to the Complex Lives Team with a request to withdraw consent

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. For Complex Lives matters we may need to share your information with:
• Preventing fraud or the misuse of public funds, as many of our projects are funded by public grants we are required to evidence that we are utilising the grant monies for the purposes it was set out for
• Auditors in line with Adult Social Care Privacy Notice
• Project partners
• Your care and support providers which includes Matter

In certain cases we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge. The Council will never sell your information.

 We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will securely delete the information. We will keep your information for only so long as is necessary – your information will be held for 8 years for the following purposes:
• Case Management – Active management of your individual care and support.
• Audit – Data and analysis purposes to evidence outcomes and impact of service to relevant.
• Research – Ongoing research work around homelessness, with a view to informing future decision making and improved working practices. 

The law gives you specific rights over your information. These rights are:
• to be informed of our use of information about you;
• of access to information about you;
• rectify information about you that is inaccurate;
• to have your information erased (the ‘right to be forgotten’);
• to restrict how we use information about you;
• to move your information to a new service provider;
• to object to how we use information about you;
• not to have decisions made about you on the basis of automated decision making;
• to object to direct marketing; and,
• to complain about anything the Council does with your information (please see the ‘Complaints’ section below).

Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them. You can request information about yourself by making a subject access request on this page of the Council’s website

This notice is kept under regular review to make sure it is up to date and accurate.

The Council is required by law to have a DPO. The DPO has a number of duties, including:
• monitoring the Council’s compliance with data protection law;
• providing expert advice and guidance on data protection;
• acting as the point of contact for data subjects; and,
• co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).

The Council’s Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk 

If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:
Website: www.ico.org.uk
Telephone: 0303 123 1113
Post: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF