Privacy notice - Adults portal
Overview
This Privacy notice covers members of the public or professionals using the Adults Portal
East Sussex County Council takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met. This is inline with our responsibilities as a data controller.
What information is being used?
Information for client or representative:
As the portal is another way to access and complete assessments and forms etc you will be asked to provide the same information as if you were accessing the same form via a different route. This may include things like your name, address, Date of Birth, age, gender, and ethnicity or the information of the person you are supporting. To use the portal you must provide an email address and address, this is not required for accessing the form via other routes.
Information for professionals:
If you are a professional you will provide your work email address, your work address, your professional role and the organisation you work for.
How will your information be used?
We hold information so that we can provide services that you, or professionals working with you request and keep in touch with you directly where appropriate. We hold information to create your account on the portal, this also applies to professionals. This allows you to save and submit forms.
We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.
Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
Your information is processed in the UK or in a country with an adequacy agreement with the UK.
What is the lawful basis for processing your information?
Our legal basis for collecting and processing adult’s and professional’s data is to fulfil our legal obligations and when it is considered necessary to enable us to carry out our tasks, functions, duties or powers or to perform a task carried out in the public interest. This is in line with GDPR Article 6,1 (c & e).
Where we rely on seeking your Consent to process your data, we will ask on an individual basis.
How long will your information be kept for?
Portal forms will be kept for 90 days at which point the data is stored in the main system. Please see the Council retention schedule for more information.
Sharing your information
We will use the information you submit via the portal in the same way we would use the information you provide via other routes. For more information see the Adult Social Care Privacy Notice.
Any sharing of personal data is always done:
- on case-by-case basis
- using the minimum personal data necessary
- with the appropriate security controls in place
- in line with legislation.
Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.
We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.
Your rights
Under data protection legislation, you have the right:
- to be informed why, where and how we use your information
- to ask for access to your information
- to ask for your information to be corrected if it is inaccurate or incomplete
- to ask for your information to be deleted or removed where there is no need for us to continue processing it
- to ask us to restrict the use of your information
- to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
- to object to how your information is used
- to challenge any decisions made without human intervention (automated decision making)
Please visit data subject rights for further details.
How to find out more or complain
Should you have any further queries on the uses of your information, please speak directly to our service:
Making a data protection complaint
You have the right to complain if you consider that the Council has not handled your personal information in accordance with data protection law.
You can make a complaint by contacting our Customer Services Team:
- details on our data protection page.
Alternatively, you can contact our Data Protection Officer:
Data Protection Officer
Email: dpo@eastsussex.gov.uk
Address:
Data Protection Officer
East Sussex County Council, County Hall
St Anne's Crescent
Lewes
East Sussex
BN7 1UE
We will:
- acknowledge your complaint within 30 days of receiving it;
- take appropriate steps to investigate and respond to your complaint; and
- tell you the outcome of your complaint without undue delay.
Further information about how we handle data protection complaints, including how to make a complaint and what information you should provide, is available on our data protection complaints page.
Complaining to the Information Commissioner
If you are dissatisfied with the Council’s response, you can ask the Information Commissioner’s Office to consider your complaint. The Information Commissioner will normally expect you to have raised your concerns with the Council first.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: Make a complaint to the ICO