Privacy

What information do we collect from you?

We may collect, use, store and transfer different kinds of personal data about you and your family which we have grouped together as follows:

• Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, nationality, date of birth and gender.
• Contact Data includes email address, residential address and telephone numbers.
• Communications Data includes your communications with us and our third parties including registration of services, complaints and compliments.
• Special Category Data includes Mental and physical health and lifestyle data, details of injuries and medication, education data, political view  and your race and religion

We use different methods to collect data from and about you including through:

Referrals or joint services with third parties such as other public bodies including the DWP and the MOD, Runnymede Borough Council and other Councils, NHS, Commissioners, Police, Voluntary Services.

Direct interactions with you may give us your Identity, Contact and Financial and Special Category Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

• apply for our products or services;
• subscribe to our service;
• Where we have a legal obligation to support you
• give us some feedback
• to register you as a new customer
• to respond to queries or complaints

Who is the Data Controller for this processing?

Surrey Heath Borough Council Runnymede Borough Council where we are running a shared service and Selected Health and Care Providers are the Data Controllers for this processing. 

Purposes for which we will use your personal data? 

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please email data.protection@surreyheath.gov.uk (link sends email) if you need details about the specific legal grounds we are relying on to process your personal data where more than one ground has been set out in the table below.

Who we will share your data with?

We may have to share your personal data with the parties set out below for the purposes set out in the table above;

• Surrey County Council
• Schools
• Other Local Authorities
• Housing
• Social Care
• Children and Adolescent Mental Health Services (CAMHS)
• Family Centres
• NHS
• Police
• Adult Mental Health Services
• Substance Misuse Services
• Local Voluntary Services
• Surrey Multi-Agency Safeguarding Hub (MASH)
• Military of Defence (MOD)

Family Support is a joint service with Runnymede Borough Council, both organisations are data controller and share data with each other to provide family support services.

For the purposes of supporting and working with families accessing the Family Support Programme we will collect, record and access information about you and your family through the Early Help Module (EHM) which is a secure system managed by Surrey County Council who are the Data Controllers of the information within the system. Access to the EHM is strictly controlled and restricted to staff who have a requirement to access the information.

For the purposes of resettlement of eligible persons to the UK the Council shares information with the Military of Defence (MOD), the information shared is used to transition families from reception sites through to longer-term accommodation, only the minimal information is securely shared.

Where we do share your information, we will only do so where we have your consent or where we are required to do so under additional legal basis and only the minimum information is shared.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. Third-party service providers are not permitted to use your personal data for their own purposes and must only use them to process your personal data for specified purposes and in accordance with the services instructions.

Transferring data outside of the EEA

We do not transfer your personal data outside the European Economic Area (EEA).

How we handle data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

How we handle data breaches

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

How long will we retain your information for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you can ask us to delete your data. 

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

What are my rights with regards to data?

Please see Your Legal Rights section of the main Privacy Notice.