Adult Disability Screening and Initial Assessment 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

SIAS (Screening and Initial Assessment Service) is a service which responds to referrals made to Adult Social Care by undertaking a proportionate initial assessment of needs in line with the Care Act 2014.

SIAS provide information, advice and guidance to people (residents within Lancashire) relevant to their circumstances, identified needs and desired outcomes in order to promote and maximise their independence.

SIAS respond to urgent referrals to quickly provide an appropriate intervention that maintains the safety and wellbeing of a person and this may include the provision of a local authority funded service as well as low level and preventative services, information and referrals to other organisations.

SIAS may also identify that a person needs further assessment in order to fully understand their needs and request this from a community assessment service.

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

As part of the next stage of Transformation work in Adult Social Care we have commissioned an organisation called Partners for Change to work with us to introduce and embed their 'Three Conversations' approach into our frontline assessment services. Partners4Change will not be processing any data.

Category of personal data being processed

  1. Personal data (information relating to a living, identifiable individual)
  2. 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.

Schedule 8 – Conditions for processing special category data under Data Protection Act 2018

Statutory etc purposes

1          This condition is met if the processing—

(a)       is necessary for the exercise of a function conferred on a person by an enactment or rule of law, and

(b)       is necessary for reasons of substantial public interest.

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.

Recipients of the data

Lancashire County Council Adult Social Care run and manage SIAS.

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; community equipment assessment and services or local authority funded support services to people and their families/carers.

Lancashire Adult Social Care 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 Social Care 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:

  • 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.
  • Marital Status.
  • Sexual Orientation.
  • 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.
  • 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

  • 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.
  • Marital Status.
  • Sexual Orientation.
  • 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

  • No

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  Security Retention period
email emails held in Outlook that haven't been exported or moved elsewhere. encrypted used when emailing personal data to partners. 1 year from the date received and then automatically deleted.
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.
Secure server. 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 

Or 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)