Why do we collect information about the people we support?

• Why does Adult Services collect information about you?
• What may your records include?
• How do we use your records to help you?
• How do we keep your records confidential?
• Do we share your records with other organisations?
• Can you see your records?
• How long are records kept?
• Can you see all the information that is kept?
• Can other people look at your records?
• Will there be a charge for requesting your records?
• Can you have your records altered?
• What can you do if your request for changes or access is refused?
• Who to contact for further information
• Local Offices

Why does Adult Services collect information about you?

We keep personal information about the people we help to ensure we can plan, provide and review a person's care appropriately.

Keeping a record helps staff and you remember what has been talked about, agreed and decided to do about your care. Your information may be written down (manual records) or held on a computer.

What may your records include?

Basic information about you which will help us to provide you with the most appropriate services such as:

• Personal and family details. The Department of Health requires that we collect this information
• Your financial circumstances if this is appropriate
• Notes on any assessments, care plans or services you have in place

How do we use your records to help you?

Your records are used to ensure:

• Any professional involved in your care has accurate information
• We can monitor and review the service or services you are receiving
• We can develop services in the future.  We use statistical information to help us identify future needs
• Your concerns can be properly investigated if you choose to complain
  

How do we keep your records confidential?

All staff have a duty to protect service user information and keep it confidential.  Sometimes there may be exceptional circumstances where the law requires information to be passed on.

Do we share your records with other organisations?

You may receive care from other organisations as well as Adult Services, such as health Trusts, GP's or Private sector providers. We may need to share some information with them, we will only ever pass on information about you if there is a need for it.

Can you see your records?

If you want to see your records, you need to make a formal written request to Adult Services or Pennine Care Trust addresses at the end of this page.  Staff at these offices will help you with your application. They will ask you:

• to prove your identity
• which records you want to see
• whether you want a copy of your records
• for any other information that will help us locate your records

You can usually see your records within 40 days of making the formal written request.

How long are records kept?

This varies according to the type of record. The member of staff dealing with your query will be able to give you more information.

Can you see all the information that is kept?

We try to ensure that people have access to as much information as possible from their records. Occasionally we may have to restrict access. For example, you might not be able to see all or some of the information because it

• relates to other individuals on your file
• might cause you or someone else serious harm
• might help prevent or detect a crime

Can other people look at your records?

As we explained above, only the professionals who need to see them have access to your records.

Other people, including any family members, will only be allowed to see your records if you give your permission.

Will there be a charge for requesting your records?

We can charge up to £10, the member of staff dealing with your request will tell you the cost.

Can you have your records altered?

If you feel that your records contain something which is inaccurate, you should tell your Social Worker, Care Co-ordinator or Psychiatrist and ask for a correction to be made. If you disagree with anything that is written down, you can request that your views be recorded.

What can you do if your request for changes or access is refused?

If you are not satisfied that your request for changes to your record has been fully dealt with or if you feel that we have refused access to personal information without justification, we need to hear from you. Contact us if you have any complaints, suggestions or compliments about the service you receive.

If you are still not happy, then you can contact:

The Information Commissioner .  The Commissioner can offer independent advice or support and inform you about your rights under the Data Protection Act.

You can also apply to the Courts. The Court has the power to order a disclosure, correction or erasure of information as well as confirmation of non-disclosure.

Who to contact for further information

If you would like to know more about how we use your information and how we ensure it is kept confidential, please do not hesitate to contact:

 Information Management & Technology Officer, Adult Services, Council Offices, Wellington Road, Ashton-under-Lyne, OL6 6DL
0161 342 4035 0161 342 3793 Send a Message to Information Management

If you would like to look at your records, please contact your Social Worker or contact your local Office:

 Local Offices

 Adult Services, Stalybridge Resource Centre, Waterloo Road, Stalybridge, SK15 2AU
 0161 342 2400 0161 342 2460 0161 342 3602 Send a Message to Adult Services

 Pennine Care Trust (Community Mental Health Team for Older People (18-65), Reception and Initial Assessment Service, Haughton House, 67 Stamford Street East, Ashton-under-Lyne, OL6 6QQ
 0161 339 2627 0161 339 0266

 Community Mental Health Team for Older People (Over 65), First Floor, Hyde Hospital, Grange Road South, Hyde, SK14 5NY 
 0161 604 3400  0161 604 3404