This privacy notice was completed in February 2023 and will be regularly reviewed. When we use your personal data, CYC complies with data protection legislation and is the registered ‘Controller’ for this information unless we specifically state otherwise in this privacy notice. Our data protection notification is registered with the Information Commissioner’s Office (ICO) - reference Z5809563.
When appropriate we will provide a ‘just in time’ notice to cover any additional processing activities not mentioned in this document.
If you have any questions about this Privacy Notice contact the council’s Data Protection Officer.
This Privacy Notice relates to the PERSON approach professional care home feedback process and the professional care home feedback eform.
- Personal data
- Using personal data
- Our legal basis for using personal data
- Sharing personal data
- Storage of information
- Retaining personal data
- Your rights
Personal data
The information we collect will include:
- your opinions, thoughts, and feedback
- details of residential home visited
Where you have raised it directly with the home manager on duty, we will also ask you to provide their job role.
If you want to be kept up to date with any action we take, you will need to provide your email address. We will only be able to update you where it is appropriate for us to do so. If no longer want to be kept up to date, please let us know by contacting us on email: allagecommissioning@york.gov.uk.
We will:
- only ask you for the information that is necessary
- protect it and make sure nobody has access to it who shouldn’t
- ensure you know if you have a choice about giving us information
- make sure we don’t keep it for longer than is necessary
See further details about how we define personal data and non-personal data.
Using personal data
The council's All Age Commissioning Team will use your opinions, thoughts, and feedback after visiting residential homes to make informed decisions about any next steps such as:
- providing feedback to other council services if there are areas that require further investigation
- the management of quality and contract monitoring visits
- track trends in areas such as Infection Prevention Control or Nutrition and Hydration
We may use the information to create reports and statistics that are anonymous and cannot be linked back to you or individuals, such as:
- statistical analysis
- statutory returns
- knowing we're delivering care to the right people
- ensuring service quality
Our legal basis for using personal data
We rely on one or more of the following lawful basis for the processing set out in this privacy notice
- Article 6(1)(c) so we can comply with our legal and statutory duties
- Article 6(1)(d) to protect your vital interests or those of another person
- Article 6(1)(e) for the performance of our public task
- Article 6(1)(f) for the purposes of our legitimate interest
Where the information is special category data, the additional bases for processing that we rely on are:
- Article 9(2)(b) so we can comply with our legal and statutory duties
- Article 9(2)(c) to protect your vital interests or those of another person
- Article 9(2)(g) where processing is necessary for reasons of substantial public interest
Some of the Schedule 1 conditions for processing special category require an Appropriate Policy Document (APD) to be in place, that sets out and explains the procedures for securing compliance with the principles in Article 5 and policies regarding the retention and erasure of such personal data. This document explains this processing and satisfies the requirements of Schedule 1, Part 4 of the DPA 2018 and supplements this privacy notice.
Sharing personal data
We will share your personal information with other council services as appropriate.
Sharing data under Data Protection legislation
We will not use the information for any other purpose than set out in this privacy notice and will not disclose to a third party such as other companies or individuals, unless we are required to do so by law for the prevention of crime and detection of fraud, or, in some circumstances, when we feel that you or others are at risk.
Storage of information
We will keep the information you give us in CYC’s secure network drive and make sure it can only be accessed by authorised staff.
Retaining personal data
We will keep the information you give us for up to 7 years and then will securely and confidentially destroy it.
At the end of the retention period, we may pass any relevant information to the City Archives where it is required or appropriate to do so.
Your rights
To find out about your rights under data protection law, you can go to the Information Commissioners Office (ICO).
You can also see further information about your rights relating to personal data.
If you have any questions about this privacy notice, want to exercise your rights, or if you have a complaint about how your information has been used, please contact us at information.governance@york.gov.uk or on 01904 554145 or write to: Data Protection Officer, City of York Council, West Offices, Station Rise, York YO1 6GA.
Also see
- Website terms and disclaimer
- Data Protection Policy Statement
- Accessibility statement
- Cookies policy
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