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  4. Community Wellbeing - Privacy notice

Community Wellbeing - Privacy notice

Who we are and what we do

The council is a data controller under the Data Protection Legislation as we collect and process personal information about you in order to provide services and meet our statutory and regulatory obligations.

This notice explains why we ask for your personal information, how that information will be used and how you can access your records.

Any questions regarding our privacy practices should be sent to:

Data Protection Officer (DPO)
Forest of Dean District Council
High Street, Coleford, GL16 8HG
Tel: 01993 861194

Why we need your information and how we use it

We collect personal data about you in order to deliver services that meet our wide range of responsibilities in respect of adult care and public health.  We will only ask for personal information that is appropriate to enable us to deliver our services. In some cases, you can refuse to provide your details if you deem a request to be inappropriate. However, you should note that this may impact on our ability to provide some services to you

We have an obligation to provide these services in accordance with the following legislations as stated below (the list is not exhaustive):

  • Health and Social Care Act 2012
  • Care Act 2014
  • Equality Act 2010
  • Human Rights Act 1998
  • Mental Capacity Act 2005

What type of information is collected from you

In order to administer our services we collect the following information from you:

  • Name, address and contact details (email, telephone number etc)
  • Date of birth, national insurance number and NHS number
  • Details of family relationships in and outside of the household
  • The names and contact details of close relatives and/or carers
  • Details about your needs in all areas of your life (for example: personal care, eating and drinking, practical tasks, physical and emotional wellbeing)
  • Details of your legal status and documents (for example: capacity, power of attorney)
  • Details of your accommodation (such as type, layout, details of alarms fitted, accessibility)
  • Information regarding your social and economic status
  • Employment information

We may also collect and use the following ‘special categories’ of more sensitive personal data:

  • Medical history and details of any diagnosis
  • Details of health, social care or other services you are receiving
  • Any cultural, spiritual or religious beliefs where we need to take these into account when providing support
  • Information about your race and ethnicity including any communication needs (for example if you need an interpreter or a translator)
  • Information about alleged and prosecuted criminal convictions and offenses, including information from the Disclosure and Barring Service.

Who your information may be shared with (internally and externally)

The type of information you receive and your personal circumstances will dictate who we share your personal data with.  Where applicable, we will share your data with organisations that deliver services on behalf of the council.

We will only share information where it is necessary to do so and in accordance with the law.

Where necessary, we may share your personal data with the following categories of recipients:

  • Healthcare, social and welfare organisations and professionals
  • Providers of goods and services
  • Elected Members
  • Local and central government
  • Ombudsman and regulatory authorities
  • Professional advisors and consultants
  • Police forces, other law enforcement and prosecuting authorities
  • Voluntary and charitable organisations
  • Disclosure and Barring Service
  • Courts and tribunals

How long we keep your information (retention period)

Data is only held for 12 months, unless superseded by statutory regulation, and disposed of securely when it is no longer needed.  The retention period will be in place for the duration of the contract as a minimum (2022-24).

How we protect your information

We will not transfer your personal data outside the EU without your consent.

We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.  

Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.  

For any payments which we take from you online we will use a recognised online secure payment system. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

Your rights

You have rights under the Data Protection Legislations:

  • To access your personal data
  • To be provided with information about how your personal data is processed
  • To have your personal data corrected
  • To have your personal data erased in certain circumstances
  • To object to or restrict how your personal data is processed
  • To have your personal data transferred to yourself or to another business in certain circumstances
  • You have the right to be told if we have made a mistake whilst processing your data and we will self report breaches to the Commissioner.

How you can access, update or correct your information

The Data Protection Legislation allows you to find out what information is held about you, on paper and computer records. This is known as ‘right of subject access’ and applies to your Services data along with all other personal records.

See our Data Protection page.

If you wish to see a copy of your records you should contact the Data Protection Officer. You are entitled to receive a copy of our records free of charge, within a month.

In certain circumstances access to your records may be limited, for example, if the records you have asked for contain information relating to another person.

The accuracy of your information is important to us to be able to provide relevant services more quickly. We are working to make our record keeping more efficient. In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information we hold is inaccurate or out of date please email us or write to us at:

Community Wellbeing Service
Forest of Dean District Council
High Street, Coleford, GL16 8HG
Tel: 01594 810000

Further information

If you would like to know more about how we use your information, or if for any reason you do not wish to have your information used in any of the ways described in this leaflet, please tell us. Contact the Data Protection Officer.

You can also complain to the Information Commissioner:

We reserve the right to update this privacy notice from time to time by publishing a new version on our website.

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