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We keep information about our work with people who use our services. This information is kept in records that may be in writing as a file or on computer. If you have been in contact with us, have met a Social Worker or receive services from us, then we may have some records about you and our work with you.
We also keep information about people who provide services, for example, Child Minders, Foster Carers, Family Based Carers and Independent Providers.
We keep the information so that we can plan and provide the right service for individuals and help to develop future services for the people of Cheshire and for the purposes of carrying out our statutory functions.
A lot of our work is done in partnership with other organisations like the Health Service, Education, Housing and other agencies. It is essential that we share appropriate personal information to allow us to work together for the benefit of people using our services.
Where information has to be shared, we take great care to ensure that only the minimum information necessary is disclosed.
We also provide statistical (non-identifiable) information to central government and other agencies, which helps us to improve services for the public.
Yes – information given in confidence is safe. Keeping records is an important part of providing a service to you. We take this responsibility very seriously and take extra care that information given in confidence is kept safe.
We work as a team with 1) Health 2) Education 3) Probation 4) Police 5) Housing Authorities/ Housing Associations and others. In these instances we may need to share relevant information.
If we arrange services for you, we may need to give some of your information to a provider so that they can give you a service.
Information will only be shared with people and organisations that have clear standards of confidentiality themselves. There may be some information that you give us that you do not wish to be shared with anyone else. We will try to maintain confidential information for you but this may make it difficult to provide you with the best service.
This varies depending on the service you receive from us. Generally, records are only kept for a few years after you stop receiving a service. Some records are kept much longer than others, for example, the records of children who have been looked after or adopted.
Our aim is that, wherever possible, records should be shared with the people they are about. In many cases this will mean that some of your records will be located in your own home. Where this is not the case copies of assessment, care plans and reviews can be made available to you on a regular basis. You will be encouraged to add your own comments to the record.
We are working to achieve an open approach to record keeping.
The Data Protection Act 1998 gives you the right to see records we keep about you whether they are held on computer or in paper form.
Where we work as a team with other agencies you will not be expected to ask them as well as us before you can see your jointly held record.
Some of these agencies may have records which are not part of the joint service record, for example, your G.P. will hold your medical records and you would need to approach them separately to request access to such records.
We will always try to give you access to all the information we hold. Sometimes we may be unable to do this or we may need to ask someone else’s permission first. If we cannot share the whole of your record, we will discuss the reasons with you.
Some information is exempt from disclosure under the Data Protection Act 1998:
- records we keep about other people, unless we have their permission
- information we have received about you from others, unless we get their permission
- information which is considered seriously harmful to you
- records relating to work where legal proceedings are under way
- information held for the purposes of protection or detection of crime, or the apprehension or prosecution of offenders where your request for this information is likely to prejudice either or both of these purposes.
- information which is protected by other laws including Adoption Records and records related to the Human Fertilisation and Embryology Act 1990. Separate procedures exist for these records.
- If you have a Social Worker or Care Worker involved with you at the moment, you can ask them at any time
- If you are in a residential home or attend a day centre you can ask the Manager
- You can complete the form at the end of this booklet. You do not have to use this form but if you do not you will need to supply us with sufficient information to enable us to check whether we hold any relevant records
You can give another person permission to access your records on your behalf.
If a relative or advocate wishes to access another person’s record and the person does not have the capacity to consent, this will only be allowed where it can be shown that it is in the best interests of the individual concerned. We reserve the right to refuse access to records in those rare cases where a person is making frequent, repeated requests to see their records.
A Social Worker or Manager will be given the job of helping you to access your records. They will arrange to meet you to discuss your request.
If you have a number of records in different places it may take a while to get them all together but you will normally be given access within 40 days.
When the records are ready, the worker will arrange a meeting with you. He or she will be able to guide you through the records and answer any of your questions. Some records may contain very personal information and some people may find this upsetting. The worker will be able to arrange extra help and support if you need it.
There is normally a charge of £10 for handling requests, although it maybe waived in some circumstances.
If you feel you have been refused access to your records unjustly, that your record is inaccurate or that we should not be holding personal data you should first discuss it with the worker who arranged the access. If you are still not satisfied, you can take the matter up with the Social Services Data Controller or the Information Commissioner:
Social Services
Data Controller
Goldsmith House, Hamilton Place
Chester CH1 1SE
Tel: 01244 603400
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Tel: 01625 545745
More information can be gained from your local Social Services Access Team.
Application form to see your Social Services Record. |