Privacy Notices - MARAC Privacy Notice

This notice explains what personal data (information) Swindon Multi Agency Risk Assessment Conference (MARAC) holds about you, how we collect, how we use and may share information about you. We are required to give you this information under data protection law.

The Swindon Community Safety Partnership is a service that exists to make sure that all member agencies are working together to help keep Swindon’s adults and children safe from harm and protect their rights.

A Privacy Notice is a statement issued by an organisation, it 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.

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.

Through the MARAC referral that professionals from other agencies complete, we may collect the following personal information when you or professionals provide it to us:

• Personal information, for example, your name, address, telephone number, date of birth
• Contact details for members of your family and support network
• Information relating specifically to your individual case
• Information about your racial or ethnic origin, religious or philosophical belief and your sexual orientation
• Information about health conditions or disabilities that may apply to you
• Information about relevant health and safety concerns
• Information about your Police record
• Information about your children’s education
• Information about your housing situation
• Information about your needs and wishes

Swindon Borough Council complies with its 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
• help us to understand the prevalence of current and historic domestic abuse
• enable us to ensure that the services we are providing suit the needs of victims and their families
• enable us to identify which services and organisations are receiving disclosure of domestic abuse.
• fully understand your needs
• promote your health and wellbeing in partnership, where applicable, with other agencies, for example; Wiltshire Police, Swindon integrated Domestic Abuse Service, Great Western Hospitals Trust, Avon and Wiltshire Mental Health Partnership, Integrated Care Board
• arrange short/long term support solutions
• liaise with agencies, companies and charities on your behalf
• endeavour to keep you safe from harm
• process complaints and compliments regarding the services we have provided
• request and arrange installation of specialist equipment for you
• work with you or your representative to create a Safeguarding Plan
• analyse the service that we are providing through statistical reports output by our computer system

Swindon Borough Council will use your personal information based on the following lawful purposes:

• it is necessary to perform our statutory duties
• it is necessary to protect someone in an emergency
• it is required by law
• it is necessary for legal cases

We are required by law to share this information with other organisations such as Law Enforcement, NHS and other government agencies.

We will do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them.

Examples of our security include: 

• Encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code, or what is called a 'cypher'. The hidden information is said to then be 'encrypted'.
• Pseudonymisation, meaning that we will use a different name so we can hide parts of your personal information from view. This means that someone outside of the Council could work on your information for us without ever knowing it was yours.
• Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
• Training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong
• Regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches)

We retain your personal information for the duration set out in our retention schedule. The actual duration of retention is based on the purpose for which it is used. For further details on specific data retention period, please contact our Data Protection Officer.

The Data Protection Act 2018 gives you certain rights of access to your personal information. These rights are dependent on the type of information being processed and the purpose of the processing.

In certain circumstance you have the right to request a copy of the data we hold about you. The right to have inaccurate information corrected and in limited circumstances the right to request we stop using your personal data. For a full list of your rights and circumstance in which they apply visit the Information Commissioners Office (ICO).

If you have any queries about access to your information contact DataProtection@Swindon.gov.uk.

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

You are under no statutory obligation to provide personal data to Swindon Borough Council for the MARAC process.

However, if you do not provide the data, we may not be able to process your referral 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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