Access to your information
We will keep the information you give us confidential. However, other staff within social care and the County Council will need to see some of your information. No single member of staff has sole responsibility for helping you. In most cases, other people, including members of your family, cannot see your file without your agreement.
If you are under 18, you have the right to see information we hold about you as long as we consider you understand what you are asking to see and why you want to see it. If you cannot understand, your parents can ask to see this information. We will allow your parents to see the information if we consider it to be in your best interests. We may refuse or limit access if providing the information would be likely to result in serious harm to anyone, including you, or if you do not want your parents to see the information.
If you are an adult and incapable of managing your own affairs, someone acting within the terms of Enduring Power of Attorney or under an order of the Court of Protection, can apply to see your information. If you are a disabled adult, we can allow your parents, carers or representatives to see your information if you give your permission.
We will only allow others to see your information if we consider it to be in your best interests. This may involve making enquiries about the person wanting to see your information, or talking to other relevant agencies.
Information you can see
You have a right to see most of the personal information we keep about you.
You can expect:
- The information we hold to be accurate, up to date and relevant (we will correct it if it is not);
- We will keep your information confidential, we will share your records with you, and encourage you to sign them
- We will do all we can to make records available to you in formats that help you to understand them (eg in your preferred language, in large print or on audio tape)
- To receive copies of your assessment, care plan and review of your circumstances.
Information you cannot see
- Information about members of your family or other people.
- Information which an individual health professional or another agency gives us in confidence if the information identifies them as the source, unless they agree. If you ask to see the information, we will ask for their permission to release it.
- Where legal restrictions preventing us from releasing the information. We will tell you that the information exists and why we cannot let you see it.
- If we believe that showing you the information would seriously harm your, or someone else's, mental or physical health. This is very rare.
- If revealing the information would damage a criminal investigation.
Requesting to see your full records
We will arrange for you to see the information as quickly as possible. It may take time to get agreement from anyone who has given us information in confidence, and to bring together the records from different parts of the Council. But access will be granted within 40 days.
We will arrange for you to see the records at the office closest to you and at a time that is convenient for you. You can bring a friend or interpreter with you. A social worker or care manager will be at the office Whenever possible, this will be somebody who is familiar to you.
We can provide photocopies of any documents. You will have the chance to tell us if you think any of the details are wrong, and ask us to correct them. If you ask us to make any corrections we will tell you what we will do, in writing, within 21 days.
If you, or the person asking to see the information, are over 18, we ask for a fee of £10. In certain circumstances, we may not make this charge. You should discuss this with the person who is arranging for you to see your records.
To meet the requirements of the Data Protection Act 1998, children and young people whose personal data is collected by the Local Authority should be issued with a Fair Processing Notice which summarises the information held about them, why it is held, and with whom it is being shared.
Parents / carers of the child or young person are also notified of the Fair Processing process.
The Fair Processing notice can be found below
If you are not happy about the decisions we have made about access to information, or about correcting the records, you should follow our complaints procedure within 28 days.
If after following our complaints procedure, you are still unhappy you can appeal our decision to the Information Commissioner.