How we use your information

(Pentreath Privacy Notice)

In this leaflet:

  • Why we collect information about you and how it is used
  • Who we may share information with
  • Your rights
  • How we keep your records confidential

Why we collect information about you:

At Pentreath we aim to provide you with the highest quality of support. To do this we must keep records about you, your wellbeing and the support we have provided or plan to provide to you.

These records may include:

  • Basic details about you such as address, date of birth, next of kin
  • Contact we have had with you such as advice and guidance visits
  • Notes and reports about your wellbeing
  • Details and records about your support and activities
  • Results of questionnaires

Relevant information from people who support you such as health professionals and jobcentre staff.

It is good practice for people in Pentreath who provide support to:

  • Discuss and agree with you what they are going to record about you
  • Give you a copy of letters they are writing about you, and
  • Show you what they have recorded about you, if you ask

How your records are used

The people who support you use your records to:

  • Provide a good basis for all support decisions made in consultation with you and other support professionals
  • Deliver appropriate support, both vocational and wellbeing.
  • Make sure your support is safe and effective, and
  • Work effectively with others providing you with support

Others may also need to use records about you to:

  • Check the quality of support (such as standards audit)
  • Keep track of spending (funding audit)
  • Manage Pentreath services
  • Help investigate any concerns or complaints you have about your support

Teach support workers and help with research. Some information will be held centrally to be used for statistical purposes. In these instances we take strict measures to ensure that individual clients cannot be identified. We use anonymous information, wherever possible, but on occasions we may use personal identifiable information for essential purposes such as auditing. Where your personal information is used it will be either to meet contractual and/or legal requirements or it will be with your informed consent. If your consent is requested you may say no and it will have no negative impact on your support. You may also withdraw your consent at any time.

You have the right

You have the right to confidentiality under the Data Protection Act 2018, the Human Rights Act 1998 and the common law duty of confidence (the Disability Discrimination and the Race Relations Acts may also apply). These rights have been added to by the General Data Protection Regulation (GDPR) with the following rights:

You have the right of access. You can ask to see all records about you.

  • Your request must be made in writing to the organisation holding your information
  • We are required to respond to you within 30 working days
  • You will need to give adequate information (for example full name, address, date of birth etc.)

You will be required to provide ID before any information is released to youYou have the right to rectification.  You can request that we delete your information but some data is protected, such as data used to gain funding for your support, and in those cases your request will be deferred until that reason no longer applies. For our main projects the retention period is:

You have the right to erasure

If you think anything is inaccurate or incorrect, please let us know and we will correct it.

  • BBO / ESF / DWP is 7 years after the end of the funding stream
  • KCCG / NHS is 6 years after exit

Notification

Pentreath is registered with the Information Commissioners Office as a data controller and we process your data under the lawful basis of legitimate interest.

How we keep your records confidential

All of our staff are trained in their responsibilities to protect your data and are under legal obligations not to disclose this information to unauthorised bodies or people.

 

We have a duty to:

  • Maintain full and accurate records of the support we provide to you
  • Keep records about you confidential and secure
  • Provide information in a format that is accessible to you (e.g. large type if you are partially sighted)

We will not share information that identifies you for any reason unless:

  • You ask us to do so
  • We ask and you give us specific permission
  • We have to do this by law
  • We have a contractual requirement as part of your support
  • We have a duty of care to do so.

Who are our partner organisations?

We may share information with the following main partner organisations:

  • NHS Trusts (Hospitals, KCCG, CMHT)
  • Jobcentre Plus
  • Other Funding bodies (ESF, National Lottery – speak with your advisor about who funds your support)We may also share your information, with your consent and subject to strict sharing protocols on how it will be used, with:
  • Social Services
  • Education Services
  • Local Authorities
  • Voluntary Sector Providers
  • Private Sector (employers, private counsellors)

 

Anyone who receives information from us also has a legal duty to:

KEEP IT CONFIDENTIAL!

 

Pentreath Privacy Notice, Version 2, Issued 25-05-18