Privacy Notice for the East Riding Safeguarding Adults Board (ERSAB)

What do we use the information for?

As a statutory organisation we collect, process and hold your personal information in order to provide our services effectively, for the following reasons:

• To undertake statutory Care Act 2014 Safeguarding Adults Reviews
• To undertake multi-agency audits of safeguarding practice, to ensure service users have received an appropriate safeguarding response. 

We also use the information to improve our services so that they are more appropriate to people’s requirements. We recognise that your personal information is important to you, and we take our responsibilities for ensuring that we collect and manage it proportionately, correctly and safely very seriously.

What information do we hold and use?

We collect and process the following information:

• Personal information (including full name, full residential address, date of birth)
• Location data (including postcode and telephone number)

• Characteristics (such as ethnicity, sex, religion).

On what grounds do we use the information?

We process personal data for the following reasons:

• GDPR Article 6(1)(d) - processing is necessary to protect the vital interests of the data subject or of another natural person
  
• GDPR Article 6(1)(e) - processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

We process special categories data for the following reason: 

• GDPR Article 9(2)(c) - processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent
• GDPR Article 9(2)(g) - processing is necessary for reasons of substantial public interest
• GDPR Article 9(2)(h) - processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems
• DPA 2018 Schedule 1 Part 1 (2) - health or social care purposes.

How do we collect this information?

We may collect information in the following ways:

• Paper, electronic or online forms
  
• CCTV
  
• Use of audio monitoring equipment
  
• E-mail
  
• Telephone
• Face-to-face, with one of our employees, or one of our partners.

Who we share your information with?

We may disclose your information to others, but only where this is necessary either to comply with our legal obligations or as permitted by Data Protection legislation. We may share it with other public service bodies including the NHS, Social Care, the Police and other local authorities.

The reasons why we may share your data with other public bodies are as follows:

• To protect vulnerable adults who may be at risk of harm or abuse
  
• To improve our understanding of your needs to enable us to inform you of other relevant safeguarding services
  
• To support our duties under the Care Act 2014 to improve health and wellbeing
  
• To monitor and improve our performance and delivery of services
  
• For children’s safeguarding information which aims to improve outcomes for vulnerable children
  
• For the prevention and or detection of crime
  
• Where necessary to protect individuals from the risk of harm or injury 
  
• Where otherwise permitted under the General Data Protection legislation.

We have agreed with our Safeguarding Adults Board (SAB) partners a Tier 2 Information Sharing Agreement, so you can be assured that we and our local partners all comply with the same principles for the sharing of information.

We will only disclose your sensitive or confidential information, such as medical details to a third party, if we are legally required to do so, or where we have good reason to believe that failing to share the information would put you or someone else at risk of harm.

We will not pass your personal information to external organisations for marketing or sales purposes or for any commercial use without your prior express consent.

How long do we store it and is it secure?

The SAB has retention schedules in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required by law.  Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in your case.  

For information on how long your information will be held, visit the retention page. 

What rights do you have?

The rights that you have depend upon the grounds upon which we collect your information. All of the rights you could have are outlined on the data protection rights page. 

In most cases, people who have been involved with the East Riding Safeguarding Adults Board will be covered by the following rights:

• The right of access - you are entitled to see the information the service holds about you
• The right to rectification - we will amend the information accordingly, if any information that the service holds about you is incorrect.
• The right to restrict processing - you may wish to limit how we use your data
• The right to object - in addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions.

Where can I find out more?

If you would like to know more about how the council uses your information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concerns with us in the first instance. Contact details are available on the general privacy information page. 

Alternatively, you can contact the Information Commissioner's Office. The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices. 

Information Commissioner’s Office (external website)

When was this privacy notice last updated?

We will continually review and update this privacy notice to reflect changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 27 November 2020.