Healthy Housing Hub including Handy Person Service - privacy notice

Derby City Council is the local government unitary authority for Derby city. Our address is the Council House, Corporation Street, Derby, DE1 2FS. You can contact our Data Protection Officer on 01332 640000 or by email at data.protection@derby.gov.uk.

How do we collect information from you?

We collect information from you when you visit www.derby.gov.uk, when you fill in any forms using our customer portals or on our website, including myAccount; also when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face. We may collect information from a setting you attend, such as a school or care home, where this data collection is necessary for the following purposes listed.

What types of information do we collect from you?

We collect different categories of information about you, depending on the service you want from us and/or the reason why we need to process information relating to you. This could be personal information, for example your name and address, or other more sensitive data that we would only collect and use in very particular circumstances that are set out in law.

Details of information obtained from third parties?

Information, such as personal data, can originate from:

• Internal sources in the Council
  • Adult Social Care
  • Handy Person Service
  • Local Area Co-ordinator
  • Social Services, Carelink
  • Environmental Health
  • Children's Services
  • Housing Options
  • Derby Advice
  • Neighbourhood Officer
  • Priority Families
  • Housing Standards team
  • other Council services where relevant.
• External sources to the Council
  • NHS
  • Southern Derbyshire Clinical Commissioning Group
  • Derby Homes
  • Private Healthcare practitioner
  • information provided by the public through the Derby City Council website
  • Age UK
  • Building Control
  • Care Co-ordinator
  • GP
  • Citizens Advice Bureau
  • Community Group
  • Councillor
  • Derbyshire Carers
  • District Nurse or Matron
  • Education
  • East Midlands Ambulance Service
  • Fire Brigade
  • Housing Association
  • Justice Support
  • Landlord
  • Making Space
  • Member of Parliament
  • Mental Health Service
  • Pension Service
  • Police
  • Probation Service
  • Resident
  • Stroke Association
  • Utility Company
  • Victim/Witness Support
  • Voluntary Sector Single Point of Access
  • Youth Offending Service
  • Derby City Council procured contractors
  • other external sources where relevant

How is your information used?

We may use your information to:

• Complete checks to ensure we are communicating with the right person.
• Carry out public tasks in the public interest to promote individual well-being, suitability of living accommodation in line with the Council’s duty under the Care Act 2014.
• Send communications requested, or that may be of interest.
• Protect against fraud and the misuse of public funds.
• Ensure suitable housing conditions are provided to accommodate the individual’s physical and/or Mental Health or Learning Disability needs e.g. repairs, adaptations, additional locks/security provisions.
• To respond to the queries raised by or on behalf of the person concerned.
• To help evaluate the service provided and research links between housing conditions and poor health, and as such this information may be shared with authorised third parties for these purposes only.
• To ensure the home owner is living in a safe and healthy home.
• To obtain quotes from approved suppliers and organise the carrying out of necessary works.

COVID-19/Coronavirus

Coronavirus has been added as a notifiable disease under the Health Protection (Notification) Regulations 2010. Under the Public Health (Control of Disease) Act 1984 and associated Regulations; the Council has a legal duty to store, process and share personal information. The information will be stored, processed and shared as part of investigations into COVID-19 cases and outbreaks and issues of non-compliance with the acts and associated regulations. The information will also be used; interrogated and mapped to inform the Councils actions and decision-making processes. Any such storage, processing or sharing of information will be done in the public interest in order to promote health and wellbeing.

During the investigation of cases and/or outbreaks of Coronavirus, information which is gathered may be shared between departments within Derby City Council; with other Councils associated with an outbreak; other health services or with other government bodies associated with the control of the Coronavirus. The Council has a duty to notify national Government bodies, such as the UK Health Security Agency and the relevant local authority where an individual resides (if different), where there are suspected Coronavirus cases. The Council will disclose the information under Article 9(2)(j) of the UK GDPR (processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health), and confidential information may be lawfully disclosed in the public interest, without consent, where the benefits to an individual or to society outweigh both the individual’s and the public interest in maintaining the confidentiality of such data.

The Council may contact staff, service users, residents, patients, businesses and premises with messages relating to Coronavirus by text, phone, letter or email. This contact is not direct marketing; therefore we do not need your Consent before contacting you. There is more information available on the Information Commissioners Office's website.

We may use contact details held in Council systems to ensure that we are able to contact you, and to ensure that we are working from accurate and up to date information. Such information will be accessed and processed where it is necessary to comply with our legal obligations and public tasks arising from the Coronavirus Act 2020, the Health Protection (Notification) Regulations 2010 and the Public Health (Control of Disease) Act 1984, the Care Act 2014 and associated Regulations.

Research and statistics

Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.

Who has access to your information?

• Internal Strategic Housing staff with access to the Strategic Housing J Drive and the APP (Flare) database.
• Internally with other departments if the query is best answered elsewhere, such as Adult Social Care, Handy Person Service, Local Area Co-ordinator, Social Services, Carelink, Environmental Health, Children's Services, Housing Options, Derby Advice, Neighbourhood Officer, Priority Families, Public Health, Housing Standards team and other Council teams where relevant.
• Stair lift companies, Mediquip and Total Hygiene, for example, to design equipment and, where appropriate, supply and/or fit to meet customer’s needs.
• Statutory agencies such as the Police and DWP – we may share your information with statutory agencies in line with our legal obligations and/or in completion of our public tasks.
• Externally when permission is given to
  • NHS
  • Southern Derbyshire Clinical Commissioning Group
  • Derby Homes
  • Private Healthcare practitioner
  • Age UK
  • Building Control
  • Care Co-ordinator
  • GP
  • Citizens Advice Bureau
  • Community Group
  • Councillor
  • Derbyshire Carers
  • District Nurse or Matron
  • Education
  • East Midlands Ambulance Service
  • Fire Brigade
  • Housing Association
  • Justice Support
  • Landlord
  • Making Space
  • Member of Parliament
  • Mental Health Service
  • Pension Service
  • Police
  • Probation Service
  • Resident
  • Stroke Association
  • Utility Company
  • Victim/Witness Support
  • Voluntary Sector Single Point of Access
  • Youth Offending Service
  • Derby City Council procured contractors
  • other external sources where relevant.
• Authorised third parties to help evaluate the service provided and research links between housing conditions and poor health.

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

What are your rights?

• Access – you can request copies of any of your personal information that is held by the Council.
• Rectification – you can ask us to correct any incorrect information.
• Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.
• Portability – you can ask us to transfer your personal data to different services or to you.
• Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
• Right to prevent automatic decisions – you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

National Data Opt Out

We are one of many organisations working within health and social care to improve health and wellbeing for patients as well as the public. Information collected from you when you use our services may be stored and shared with services or partner organisations for purposes other than your individual care, for instance to help with:

• improving the quality and standards of care provided
• research into the development of new treatments
• preventing illness and diseases
• monitoring safety.

This may only take place when there is a clear legal basis to use this information. Confidential information about your health and care will only be used in limited circumstances where it is not possible to use anonymised data.

You have a choice about whether you want your confidential information to be used in this way. If you are happy for your information to be used in this way you do not need to do anything. If you do choose to opt out your confidential patient information will still be used to support your individual care.

For more information or to register your choice to opt out please visit https://www.nhs.uk/your-nhs-data-matters/. You can choose to opt in at any time.

The National Data Opt Out does not apply to information used for marketing purposes, your data would only be used in this way with your specific agreement.

All Health and Social Care organisations should have systems and process in place so they can be compliant with the national data opt-out and apply your choice to any confidential patient information they use or share for purposes beyond your individual care.

Our organisation is compliant with the national opt out policy.

How long will we keep your information for?

We keep and dispose of all records in line with our record retention schedule; information about this is at https://www.derby.gov.uk/retention-schedule/. We will comply with Data Protection legislation.

What security precautions are in place to protect the loss, misuse or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us. However, we cannot guarantee the security of any information you transmit to us. We recommend that you take every precaution to protect your personal information.

Keeping your data up to date

We want to ensure any information we hold is accurate. You should check and update your personal information through Employee Self-Service or by promptly informing us of any changes to the information we hold about you.

Details of any automated decision processes

No automated decision making processes are used.

Under 13

If you are accessing online services and are under the age of 13, please get your parent/guardian's permission beforehand whenever you provide us with personal information.

Cookies

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them.

IP addresses

Internet Protocol (IP) addresses are collected when our site is used:

• for statistical/analytical purposes
• to identify any malicious activity.

Complaints

If you would like to make a complaint regarding the use of your personal data, you can contact our Data Protection Officer:

• By post: Information Governance, Council House, Corporation Street, Derby, DE1 2FS
• By phone: 01332 640000
• By email: data.protection@derby.gov.uk

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO):

• By post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• By phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Alternatively, visit ico.org.uk or email casework@ico.org.uk.