Community Adult Occupational Therapy Service

In order to comply with the UK General Data Protection Regulation (UK GDPR), where personal data relating to a data subject is collected, Lancashire County Council would like to provide you with the following details.

Identity and contact details of the data controller

Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Contact details of the data protection officer

Our Data Protection Officer is Paul Bond. You can contact him at dpo@lancashire.gov.uk or Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Purposes for processing

The Adult Community Occupational Therapy Service is responsible for carrying out Occupational Therapy assessments for residents of Lancashire, by undertaking a proportionate assessment of needs in line with the Care Act 2014, working with service users, and where appropriate, their carer(s), to support people to remain in their own home, or in nursing or residential care.

The aims of the service are to maintain or increase levels of independence and the ability to carry out daily living tasks and to provide appropriate intervention that maintains the safety and wellbeing of a person, usually following illness or injury, or due to the effects of ageing or long term physical conditions.

Following assessment, and where eligible, we may provide local authority funded equipment and/or minor adaptations, low level and preventative services, where appropriate; refer on to other services; give information, advice and guidance to people, relevant to their circumstances, identified needs and desired outcomes, in order to promote and maximise their independence.

In order to achieve this, we gather information about the person who has been referred, their carers', families and relevant other people.

Category of personal data being processed

Personal data (information relating to a living, identifiable individual)
Special category personal data (racial, ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation)

Legal basis for processing personal data

The legal basis for processing your personal data, in accordance with the UK GDPR is:

(c) Legal Obligation: the processing is necessary for you to comply with the law. You must reference the applicable legislation if you wish to rely on this basis for processing.

Care Act 2014 - Part 1, Assessing needs, section 9 Assessment of an adult's needs for care and support states that if it appears that an adult may have needs for care and support so the authority must assess.

Care Act 2014 - Part 1, Assessing needs, section 10 Assessment of a carer’s needs for support states a carer may have needs for support and the authority must access this.

Legal basis for processing special categories of personal data

The legal basis for processing your special categories of personal data, in accordance with the UK GDPR is:

(g) Processing is necessary for reasons of substantial public interest.

(h) Processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services.

Supporting legislation:

Data Protection Act 2018 Schedule 1 Part 2 (6) Statutory etc and government purposes

Care Act 2014 - Part 1, Assessing needs, section 10 Assessment of a carer’s needs for support states a carer may have needs for support and the authority must access this.

Recipients of the data

The Community Adult Occupational Therapy Service is managed by Lancashire County Council.

Residents of Lancashire (permanent or temporary) who request a needs assessment under the Care Act 2014 are provided with a proportionate assessment process. Once this has been undertaken, there are various potential outcomes which may include information, advice and guidance; signposting and referrals to other non-statutory organisations and partners; in-house services such as rehabilitation and reablement; provision of community equipment and services or local authority funded support services to people and their families/carers.

Lancashire Adult Community Occupational Therapy works with other Departments and Services managed by Lancashire County Council. They may also work with external partners and organisations including:

Borough and district councils
Home improvement agencies
Registered contractors and accredited retailers
Department of Works and Pensions
Primary, secondary and acute health services
Lancashire Constabulary
Lancashire Fire & Rescue Service
Court services
Coroner services
Solicitors
Lancashire Care Foundations Trust (LCFT)
Probation services
Housing associations
Advocacy services
Care agencies and domiciliary providers
Residential and nursing care homes
Local councillors and members of parliament
Local government ombudsman
Care Quality Commission
Third sector and voluntary/charitable organisations
Carers services
Prison services
Home Office
Other local authorities

Information we share

Lancashire Adult Community Occupational Therapy collects and holds information about people who contact, access and receive an Adult Social Care Service. We only collect the information we need to administer and monitor the service. All data collected is stored on the Liquid Logic Adults System on secure, encrypted devices which can only be accessed via approved users.

Service Users

name
date of birth/age
date of death
contact numbers and details including e-mail addresses
address including tenure and accommodation status
family details, relationships and next of kin
ethnicity and religion
immigration status
employment/education status
nationality
language
marital status
gender
sexual orientation
disability
General Practitioner Details (and other relevant health professionals involved with the delivery of care and support)
NHS number
medical information
national insurance number
LAS number
risk assessments
personal/sensitive information gathered during the assessment process
category of need/risk
details of current and previous support services
safeguarding referrals and associated information, including details of alleged perpetrators
informal carer support details
information gathered during formal visits and meetings, including relevant e-mails, documents and minutes both created by Adult Social Care and/or submitted by an external partner

Relevant family members/informal carers

name
date of birth/age
date of death
contact numbers and details including e-mail addresses
address including tenure and accommodation status
family details, relationships and next of kin
ethnicity and religion
immigration status
employment/education status
nationality
language
marital status
gender
sexual orientation
disability
General Practitioner Details (and other relevant health professionals involved with the delivery of care and support)
NHS number
medical information
national insurance number
LAS number/identifier
risk assessments
personal/sensitive information gathered during the assessment process
category of need/risk
details of current and previous support services
safeguarding referrals and associated information, including details of alleged perpetrators
information gathered during formal visits and meetings, including relevant e-mails, documents and minutes both created by Adult Social Care and/or submitted by an external partner

Any transfers to another country

Retention periods

Lancashire County Council will only store your information for as long as is legally required or in situations where there is no legal retention period they will follow established best practice.

File Type	Description	Retention Period
Database of Service users and Carers (Liquid Logic for Adults – LAS)	Case Records Demographic details Social Care Assessments and Reviews Carer Assessments and Reviews Risk Assessments Safeguarding Information Occupational Therapy Assessments Support Plans and current/historical support services Informal Support Details Support from other relevant partners/organisations Reablement Plans External Information held within Documentum, such as letters, reports, e-mails, word documents Referral forms to other external partners Financial Information	Active case file until no further services are required Destroy 3 years after death or cessation of service (whichever is soonest) – or retention extended if further services accessed

Your rights

You have certain rights under the UK General Data Protection Regulation (UK GDPR), these are the right:

to be informed via Privacy Notices such as this.
to withdraw your consent. If we are relying on your consent to process your data then you can remove this at any point.
of access to any personal information the council holds about yourself. To request a copy of this information you must make a subject access request in writing. You are entitled to receive a copy of your personal data within 1 calendar month of our receipt of your subject access request. If your request is complex then we can extend this period by a further two months, if we need to do this we will contact you. You can request a subject access request, either via a letter or via an email to Information Governance Team, address below.
of rectification, we must correct inaccurate or incomplete data within one month.
to erasure. You have the right to have your personal data erased and to prevent processing unless we have a legal obligation to process your personal information.
to restrict processing. You have the right to suppress processing. We can retain just enough information about you to ensure that the restriction is respected in future.
to data portability. We can provide you with your personal data in a structured, commonly used, machine readable form when asked.
to object. You can object to your personal data being used for profiling, direct marketing or research purposes.
in relation to automated decision making and profiling, to reduce the risk that a potentially damaging decision is taken without human intervention.

If you want to exercise any of these rights then you can do so by contacting:

Information Governance Team
Lancashire County Council
PO Box 78
County Hall
Preston
PR1 8XJ

Email: dpo@lancashire.gov.uk

To ensure that we can deal with your request as efficiently as possible you will need to include your current name and address, proof of identity (a copy of your driving licence, passport or two different utility bills that display your name and address), as much detail as possible regarding your request so that we can identify any information we may hold about you, this may include your previous name and address, date of birth and what council service you were involved with.

Further information

If you would like more information about this specific service then please contact 0300 123 6720.

For more information about how we use personal information see Lancashire County Council's full privacy notice.

If you wish to raise a complaint on how we have handled your personal data, you can contact the Information Governance team who will investigate the matter.

Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ or email: dataprotection@lancashire.gov.uk

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).