Privacy notice - Minor adaptations (East Sussex Adult Social Care and Health)
Overview
This privacy notice covers minor adaptations. Minor adaptations are one-off works costing up to £1200 (excluding VAT) and are provided to adults living in owner occupied and privately rented accommodation in East Sussex.
These adaptations are assessed and identified by Adult Social Care and Health practitioners, and are specific to the needs of the individual and site conditions.
The procurement processes for adaptations are overseen by the Integrated Community Equipment Service (ICES) on the instructions of the practitioner.
It is jointly commissioned by East Sussex County Council and NHS Sussex. ICES is hosted by East Sussex County Council.
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.
What information is being used?
In order to provide the service, we will collect:
- your name
- telephone number
- address
- a brief description outlining the proposed minor adaptation to your home.
To support the works enquiry, we may also process photographs of your home (only), which would highlight the proposed minor adaptation area.
Your special category data (regarding health) may also be necessary to process in order to provide the service.
This information would not be directly referenced in the description of the minor adaptation works need, but could possibly be inferred. For example, If the works pertained to galvanised rails to support access to and from your home, it could be implied that you have some form of mobility need.
How will your information be used?
The processing of your information is essential in the delivery of the minor adaptations to your home. Without it, we would be unable to support the sourcing, purchasing, and monitoring delivery of the works, from enquiry to completion.
Your information is shared with the Integrated Community Equipment Service (ICES) by your practitioner following their completion of the assessment regarding your minor adaptation needs. With your consent, they will submit this to ICES by secure email, in a form called a 'Minor Adaptation Record, also known as a 'MAR'.
Your information is stored securely within East Sussex County Council data systems and access is restricted to authorised ICES personnel who are responsible for coordinating the purchasing of the proposed minor adaptation – this includes obtaining quotes from third party contractors and facilitating the instruction of the works to your home.
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 legal basis for processing your information?
Your personal and special category information is processed by the Integrated Community Equipment Service (ICES) under the lawful basis of fulfilling our legal obligations (Care act 2014 legislation) and where it is considered necessary, performing a task carried out in the public interest and delivery of health and social care - in this case the purchasing and delivery of minor adaptations to your home, as assessed and identified by an adult social care or health practitioner.
How long will your information be kept for?
In alignment with East Sussex County Council’s record retention schedule, your information will be retained for 8 years (ESCC – AS1.1). After this your information will be deleted.
- More information regarding the county council’s records and information policies.
Sharing your information
Your information is shared by ICES with third party contractors for purposes such as obtaining quotations for the works and instructing the delivery of the adaptations to your home. The contractors will also need to process your data to enable them to carry out their responsibilities in the service delivery. They may use your data to contact you directly to arrange a site visit (to inform their quotation), delivery of materials, or to agree a date / time to carry out the works to your home.
ICES will share your information with the contractors by secure email, or direct submission into secure data system portals which are hosted by the contractor - where these arrangements are in place, the data sharing practice will be protected by an authorised data protection impact assessment.
Any sharing of personal data is always done:
- on a 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.
Use of third party organisations
East Sussex County Council may share your information with trusted external organisations to process your data on our behalf.
As mentioned, your information is shared with third party contractors only where their services are explored, with a view to them delivering the identified minor adaptation to your home. Where this information sharing takes place, East Sussex County Council will have an existing relationship with the contractor and a professional working agreement in place, protecting the interests and safety of all parties.
Any organisation commissioned by the Council will be under contractual obligation to comply with data protection legislation.
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:
Integrated Community Equipment Service
A floor, North block, County Hall
St Anne's Crescent
Lewes
East Sussex
BN7 1UE
To complain about the use of your information, please contact our Customer Services Team or our Data Protection Officer.
Further information on making a complaint.
You can also contact the Information Commissioner's Office (ICO) for further information or to make a complaint:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate)