Privacy Notices - Social care transport request Privacy Notice

You need to be aware of this Privacy Notice if you are making an application for a Transport Request.

Swindon Borough Council is the data controller. The data controller decides how your personal data is Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession.

The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).processed and for what purposes. Swindon Borough Council complies with its obligations under the GDPR. This means it keeps personal data up to date; stores and destroys it securely; does not collect or retain excessive amounts of data; protects it from loss, misuse, unauthorised access and disclosure; ensures that appropriate technical measures are in place to protect it.
 

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us.  We will ensure that the data given to us is processed in line with our Data Protection Act 2018 (DPA 18) and the EU General Data Protection Regulations. (GDPR).

To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer. dataprotection@swindon.gov.uk or in writing to Data Protection Officer, Civic Offices, Euclid Street, Swindon, Wiltshire, SN1 2JH.
 

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

We collect the following:

• Request form to arrange transportation
• Relevant personal information held on our systems
• Information to keep you safe from harm
• Information about any health and safety concerns that may be relevant
• Information about you and your circumstances
• Information about any health conditions or disabilities that may apply to you, including your mental health
• Details contained in your care records and correspondence received
• Information about any health conditions or disabilities that may apply to you
• Information to request and arrange installation of specialist equipment for transportation
• Information about your needs and wishes
• Your name, address, telephone number
• Contact details for members of your family and support network
• Information about any health and safety concerns that may be relevant
• Details contained in your care records and conversations held

We comply with our obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal information to: 

• create a secure and comprehensive record of all of the work that we do with and for you:
  • collect your name, address, telephone number, date of birth
  • contact details for members of your family and support network
• fully understand your needs:
  • Information about you and your circumstances
  • Information about your needs and wishes
  • Information such as racial or ethnic origin, religious or philosophical beliefs, your sexual orientation
  • Your photograph
  • Information about any health conditions or disabilities that may apply to you, including your mental health
  • Details contained in your care records and conversations held
• liaise with agencies, companies and charities on your behalf:
  • Relevant personal information held on our systems
• keep you safe from harm:
  • Information about any health and safety concerns that may be relevant
  • Process complaints and compliments regarding the services we have provided
  • Details contained in your care records and correspondence received
• request and arrange installation of specialist equipment for you:
  • Information about any health conditions or disabilities that may apply to you
  • Information about your needs and wishes
  • Your name, address, telephone number, date of birth
• arrange short/long term care solutions:
  • Contact details for members of your family and support network
  • Your photograph
• assess your financial contribution to your care
• work with you or your representative to create a Care and Support Plan:
  • Details contained in your care records and conversations held
• analyse the service that we are providing:
  • Statistical reports output by our computer systems
  • The sharing of information facilitates a joined up approach with partner agencies, to provide you with the best possible care and support.

Processing is necessary for the provision of health or social care or treatment or the management of health or social care systems and services.

We will not share your personal data outside of Swindon Borough Council except in the provision to provide health or social care services. 

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
 

In accordance with the Borough Council Data Retention and Disposal policy your data will be kept for a period of six years after the year in which you submit your transport request.

Under GDPR you have rights which you can exercise free of charge which allow you to:

• know what we are doing with your information and why we are doing it
• ask to see what information we hold about you (subject access request)
• ask us to correct any mistakes in the information we hold about you
• object to direct marketing
• make a complaint to the Information Commissioner's Office

Depending on our reason for using your information you may also be entitled to:

• ask us to delete information we hold about you
• have your information transferred electronically to yourself or to another organisation
• object to decisions being made that significantly affect you
• object to how we are using your information
• stop us using your information in certain ways

We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties. Please note, your request may delay or prevent us delivering a service to you.

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner's Office (ICO) on individuals’ rights under GDPR on the ICO website.
 

In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough Council, you should write to the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint procedure.

If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office at www.ICO.org.uk. You may refer the matter to the Information Commissioner’s Office whose contact details are below:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: casework@ico.org.uk

This website also contains information on data protection and your rights and remedies.
 

You are under no statutory obligation to provide personal data to Swindon Borough Council.  However, if you do not provide the data, we may not be able to process your application properly or at all.

A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.

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