We take our responsibility when processing your data very seriously and would like to assure you that we will only collect, hold and use personal data where is absolutely necessary and proportionate to do so. We will ensure that your details are kept secure and that we maintain effective safeguards to manage access arrangements, and providing adequate training to staff who handle the information provided.
Your personal information will be processed by Clackmannanshire Council, Kilncraigs, Greenside Street, Alloa FK10 1EB. You can contact the Council on 01259 450000 or email dpo@clacks.gov.uk.
Yes, because we are complying with statutory legislation, legal requirement or contract. If we do not collect this information, we may be unable to provide you with the services you are entitled to, we also need this information to ensure that we are providing the best quality service to you.
Here are examples of our statutory obligations:
The relevant statutes are:
We collect information from you using a variety of different methods, including when you complete one of our forms, when you call, write, email or meet with us.
We may also obtain information about you from other council departments or services within the Health and Social Care Partnership such as your GP who is responsible for your health care.
In order to meet your health and wellbeing needs we may also collect information from those with power of attorney or guardianship and carers, such as medical/health information, individual care and support needs, daily pattern or routine, dietary requirements, functional ability and any current medication.
We collect basic personal data so that you can be identified. This can include your name, community health index (CHI) number, date of birth, age, national insurance number, photographs, videos and contact details (including telephone number, email or address including postcode).
We may also collect information about your next of kin, family members, cared for person, keyholders to your property, GP, pharmacist and details of any referrals made.
Other sensitive information collected can include details on relationship status, nationality, language spoken, racial or ethnic origin, gender, and religious beliefs.
In line with our financial procedures, and where necessary (such as to prevent financial harm), we may also have a record of your bank details, financial transactions, receipts and budget allocation.
We keep copies of your communications with us and our responses and in some cases may also document any verbal conversations we may have with you. This record helps us to make informed decisions, monitor our performance and improve the services that we deliver.
We may also take photographs or videos to ensure personalised care and support, or for social events/training purposes/service promotion/public information purposes. However, photographs or videos of individuals will only be used for such purposes with you or your proxy's consent.
We may also collect information from our partners including NHS, Police Scotland, the Crown Office and Procurator Fiscal Service, the Office of the Public Guardian, and providers of care and support.
In order to ensure that we deal with any complaints we receive, we may obtain information from The Scottish Public Services Ombudsman (SPSO) or the Care Inspectorate. This list is not exhaustive and we may on occasion collect or get information from other sources not
listed.
Your information will always be shared on a need to know basis. This is so we can assess your needs and your eligibility for a social work or health and social care service, and thereafter so we can provide you with the most suitable services that meet your needs as well as supports and protects you.
We will also share your information where necessary in order to protect children and adults at risk of harm, prevent crime and preserve life.
As a local authority and part of the Clackmannanshire and Stirling Health and Social Care Partnership we are also scrutinised by:
To all of these we report our performance and practice to ensure our standards, conduct and practice adhere to the legislation and public expectation. Where data is used for statistical, performance and improvement purposes it is anonymised.
We do not transfer your information outwith the UK. If it becomes necessary to do so, we would ensure that the appropriate safeguards are in place.
The Council maintains a Retention Schedule that sets out the periods of time that we apply to keeping particular information, some of which are set down in law. If you wish to get more information about the specific time limit for particular information, please contact the Data Protection Officer.
The Council does not use profiling or automated decision making processes, however some processes are semi-automated.
Please note that you have the following rights:
If you wish to exercise any of the above rights, please contact the Data Protection Officer.
If you are unhappy with the way the Council has processed your personal data you have the right to complain. Any complaints regarding your data should be addressed to the Data Protection Officer.
If the matter is not resolved, you can contact the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, t: 0303 123 1113 (local rate) or 01625 545 745.