Privacy Notice - Social Prescribing

Please retain this for your information

Spelthorne Borough Council (SBC) is committed to protecting your privacy and security. This notice explains how and why we use your personal data, to ensure you remain informed and in control of your information.

SB are collecting your personal data in connection with the services we provide in the Independent Living team which may include the Spelthorne Personal Alarm Network service, Step Down service, Social Prescribing, home adaptations (Disabled Facilities Grant service), Handyperson service and Meals on Wheels.

What information we may collect

Personal data (name, date of birth, address, telephone etc.)

Special category data (health, medical details and ethnicity)

Information about your living situation, next of kin and their emergency contact details

Information about whether or not you have a disability and your NHS number

SBC collects this information in a variety of ways. For example, data is collected through referral forms and appointment forms, through discussions held with a staff member in person or by telephone, email or post.

Why does the organisation process personal data?

This service is voluntary. We process your data with your consent either on the referral form or verbally when we first speak to you. 

We will use your personal data to process any application for services, to keep our records up to date and as part of the monitoring of performance in providing the Social Prescribing service.

We will hold a record of your consent, and you can withdraw your consent at any time by contacting us

We will not use it for any other purposes unless the law allows us to do so.

In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we have a duty to report safeguarding issues to the appropriate authority.

Who might we share your information with?

This processing includes sharing your data in referrals or requests for services or support from other organisations, which will have been agreed with you in advance.

In order to provide services, your personal data might be shared with the organisation who manage the relevant service required and who provide technical support for the systems on behalf of Spelthorne Borough Council.  

Your information may be shared with the parties set out below for the purposes stated above.

• Surrey County Council (including Adult Social Care)
• North West Surrey Alliance
• Surrey Heartlands Integrated Care Board (NHS/Surrey County Council)
• Other departments within Spelthorne Borough Council
• Other organisations that provide services on our behalf
• Voluntary sector organisations
• Emergency services
• Your GP

We will not share it with anyone else unless the law allows us to do so.

In addition we may share your information with other borough councils and voluntary sector organisations where services you request or express an interest in are not provided directly by Spelthorne Borough Council. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions and data protection laws. They are also obliged to implement appropriate technical and organisational measures to ensure the security of data. The organisation will not transfer your data to countries outside the European Economic Area. We will never share your information for marketing purposes.

How long will we keep your data for?

Adult data will be stored for up to seven years.

We will hold your personal data for a maximum of 6 years after the lapse of any service. You have the right - under certain conditions - to ask us to erase your personal data, by emailing socialprescribing@spelthorne.gov.uk.

Further information

You have the following rights:

• to request access to and to receive a copy of any information we hold about you (including in an electronic format) - to request a copy of this information you must make a subject access request in writing
• to ask SBC for information about you to be corrected if it is no longer accurate
• to ask us to erase your personal data under certain conditions
• you may request that SBC stops processing your personal data in relation to any council service (this may delay or prevent us delivering a service to you, we will seek to comply with your request but may be required to hold or process information to comply with our legal duties). 

To exercise any of these rights contact the Data Protection Officer (details below). 

Data Protection Officer

The role of a Data Protection Officer is to manage the Council's compliance with Data Protection legislation by providing advice, guidance and training on the handling and sharing of personal information. Spelthorne Borough Council's Data Protection Officer may be contracted by emailing data.protection@spelthorne.gov.uk or by writing to the Data Protection Officer at Spelthorne Borough Council, Council Offices, Knowle Green, Staines-upon-Thames, TW18 1XB.

You also have the right to make a complaint to the Information Commissioner's Office (ICO). This is an independent body responsible for making sure that organisations comply with Data Protection legislation. The ICO will always expect you to have raised your concerns with us before submitting a complaint.

For further information on how the data you provide will be used and your rights please visit Spelthorne Data protection.