Privacy notice - Public consultations on proposed changes within Adult Social Care Financial Services
Overview
This Privacy notice covers personal data shared by members of the public who are completing online consultations relating to proposed changes within Adult Social Care Financial Services. The survey responses, and any personal data that respondents choose to provide, will be used to inform service development.
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?
Whilst it is not necessary to share any personal data to complete the online survey, there are opportunities for respondents to provide personal data in response to specific questions. As the proposed changes could impact different people in different ways, there are free text sections included within the consultation allowing respondents to provide additional detail about how they feel proposed service changes may impact them. Responses could include data relating to health and medical needs, financial information or location within the county. Providing personal data in this way is optional, and any data provided will be used to anonymously inform service development.
Additionally, to enable East Sussex County Council to comply with the Equality Act 2010 and the Public Sector Equality Duty, optional equality monitoring questions will also be included at the end of the survey. This enables East Sussex to identify whether proposed changes will impact specific groups differently to others. These questions can capture personal data, including special category personal data, relating to age, gender, gender identity, ethnicity, sexual orientation, religion, physical and mental health, caring responsibilities and postcode.
How will your information be used?
This personal data will only be used to inform the specific proposals being consulted upon. The personal data will be reviewed and collated by staff in the Insight, Information and Communications team in Adult Social Care. Data will be analysed, aggregated and anonymised before being shared with senior managers and elected members to inform decision-making in relation to these proposed changes.
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?
Local Government Act 1999, Section 3 – “A best value authority must make arrangements to secure continuous improvement in the way in which its functions are exercised, having regard to a combination of economy, efficiency and effectiveness”.
Your information is explicitly collected only with your consent. Personal data will only be collected through optional questions and free text responses. Data subjects are opting in and providing consent for ESCC to process their personal data for the purpose of this consultation by responding to these optional questions.
How long will your information be kept for?
Personal data will be kept in line with the ESCC retention schedule. This is outlined in CN1.13 of the retention schedule which relates to data from public consultations on the change of services. The raw data will be used within the consultation analysis carried out by the Insight, Engagement and Communication team within Adult Social Care. This analysis will lead to the production of a consultation report, which will include aggregate and anonymised data only, to be shared with senior managers and Councillors to inform decision making. Once this consultation report has been completed the raw data will be destroyed. The aggregate data used in this analysis will be retained for four years, as per the ESCC retention schedule, after this time the data will be destroyed. Anonymised data will be retained within the consultation report, however it will no longer be personally identifiable once the retention period has ended. This means it will no longer be possible for data subjects to request a copy of their personal data once the end of the retention period has been reached.
Sharing your information
Personal data submitted in consultation responses will only be shared with staff in the Insight, Information and Communications team in Adult Social Care, as they are managing the consultations. Data will be aggregated and/or anonymised before being shared with decision-makers to inform service development.
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.
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:
Ben Baker, Programme Manager, Hospitals, Finance and Continuing Health Care, Adult Social Care, ben.baker@eastsussex.gov.uk.
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)