We are the data controller under the for the personal information we hold about you or your child in connection with the services we provide.
The type of information we use
Personal data is information about living individuals, such as name, address or data of birth. It can also include more sensitive information (referred to as 'special category personal data') such as information about a person's health or ethnicity.
We currently collect and process the following information:
- service users' name, age, gender, locality and homelessness background
We also process the following types of special category information:
- ethnicity
- immigration status
- data concerning a natural person's physical or mental health or condition, including cognitive development, disability, treatment received, substance use, access to healthcare services, wellbeing, preventative healthcare and access to medication
- cognitive development, substance use, access to services, wellbeing and preventative healthcare
- data concerning a natural person's sex life or sexual orientation
We also process the following criminal offence data:
- spent time in prison
- spent time in a secure unit or youth offender institution
Why we collect and use this information
The information provided will only be used in order to find about the health needs of people with experience of homelessness in the local area. This information is used to help improve services and remove any barriers to access.
It will not be processed for any other purpose.
The lawful basis for processing is this is 'Article 6 (1)(e) UK GDPR Public Task Processing is necessary for the performance of a task carried out in the public interest'.
The key legislation we rely on is The Homelessness Reduction Act 2017.
If we process special category data such as data relating to your health or ethnicity, it will be because it is necessary for under A9(2)(g), processing is necessary for reasons of substantial public interest, on the basis of domestic law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject. The substantial public interest condition under schedule 1, part 2 of the Data Protection Act 2018 is paragraph 18, safeguarding children and individuals at risk.
The information you provide helps us to support people experiencing homelessness helping us to ensure we are meeting our legal responsibilities. For example, we may use your information as part of a health needs assessment. We need this information to be personalised to ensure rich data is collected directly from people experiencing homelessness and their experience of local health and care services to increase the understanding of the role played by the sector in supporting the health of people experiencing homelessness.
When we process criminal offence data, the lawful basis A6(1)(e) and the Condition for Processing under Schedule 1 of the Data Protection Act 2018 will be paragraph 1, Employment, social security and social protection.
If we use an alternative legal basis to process your personal data for any reason you will be made aware.
Collecting your data
We collect information, if appropriate and relevant, from people experiencing homelessness, and from homelessness sector staff. These will include yourself, and staff working in (for example, health organisations, government departments, boroughs and districts, GPs, housing associations, charities and criminal justice organisations).
Most of the personal information we process is provided to us directly by you for the following reasons:
- The personal information is collected with the aim of improving people's lives through the development of a Homeless Health Needs assessment Audit of the Derbyshire Homeless Population with direct input from people who are experiencing homelessness. This will guide Derbyshire County Council in using the resulting information to assess local needs and improve healthcare services in Derbyshire.
If you do not provide the information that we require it may affect our ability to deliver the services.
Keeping your information safe
In order to meet our commitment to protecting your personal data we have data protection policies and procedures in place to ensure that it is safeguarded.
We carry out checks on all third parties we use, and also have contracts in place with them which detail data protection obligations they have to follow.
Your information will only be held by us for the set amount of time stated in our records retention schedule and will be permanently deleted or securely destroyed at the end of the period stated unless we have a lawful reason to retain it.
Sharing your data
We will only share your personal data with the organisation that helps us to provide this service. When sharing information, we do so in line with data protection legislation and agreed information sharing protocols with our partners.
We will share your data with Homeless Link, our data processor who will carry out a survey using Lime Survey and will use it to produce a Homeless Needs Assessment. With consent Homeless Link may also use the data collected, in an anonymised form, for research purposes.
In order to process your personal data, we may use third party software providers such as Microsoft. We carry out checks on all data processors we use, and also have contracts in place with them which detail data protection obligations they have to follow.
The Accounts and Audit Regulations 2015 require us to have an internal audit service to evaluate the effectiveness of its risk management, control and governance processes. To enable this, our internal audit team require access to documents, records and personal data belonging to us, our contractors, or suppliers to do their work. Further details on the role of our internal audit team can be found within the Internal Audit Charter.
Requesting access to your personal data
You have the following rights, subject to lawful exemptions, to:
- access copies of any records we hold about you
- have any information we hold about you corrected
- have any information we hold about you erased
- restrict how information we hold about you can be used or shared
- object to information about your you being held
- have any information we hold about you transferred to a third party
- challenge decisions relating to you made using automated decision making and profiling
You can find further information on your rights, and how to make requests under those rights.
You can find detailed advice on your rights from the Information Commissioner's Office.
If you have any concerns
If you have any concerns or are unhappy with our use of your personal data, please let us know by contacting:
Data Protection Officer
Legal Services
Derbyshire County Council
County Hall
Matlock
Derbyshire
DE4 3AG
Email access2info@derbyshire.gov.uk
If you are dissatisfied with our response you can contact the Information Commissioner's Office:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113 (local rate) or telephone: 01625 545 745 (national rate).
Fax: 01625 524 510