Your information – how we store it and share it
We have a legal duty to keep information that we store about people confidential and secure.
This page explains:
- What information is recorded about you
- How we use your information
- Who your information may be shared with
- How your information is stored
- How long we will keep your information
- How you can get a copy of your records
- How you can correct mistakes in your records
- How to object
- Further information
1 – What information is recorded about you
We keep information about you and the work we do with you. Our legal basis for this is ‘legitimate interest’. We cannot work with you unless we do this, other than provide basic information.
Your record will include:
- Basic details about you. For example your address and date of birth, and ethnicity.
- Information about your circumstances
- Notes about the contact we have had with you
- Notes about the support we have provided or activities we have done with you
- Information from other people supporting you, if it is relevant
2 – How we use your information
Your information is used to:
- Make decisions about how we can best help you or involve you in the right activities
- Investigate any concerns or problems that happen
- Check and review the quality of our work with you
- In some cases, evidence our work to funders and claim payment for it.
3 – Who your information may be shared with
We share information in the following ways:
- With organisations who you have given your signed consent on our consent form.
- With Middleborough and Stockton Mind and The Hope Foundation, who work with us to deliver our programme. Both organisations work within Ageing Better Middlesbrough’s confidentiality and information security policies.
- We share information about specific services with some organisations for evaluation purposes and to claim funds. These include:
-The Big Lottery Fund
We share information without consent when we have a safeguarding concern, duty of care or legal requirements to do so, such as a threat to life or a suspicion of terrorism.
4 – How is your information stored
We use both paper records and electronic records to store information about the people we work with, depending on the information and the service. Paper files are kept in secure and locked locations. Electronic records are kept on a secure data system.
5 – How long we keep your information
Your information will be securely stored for a period of time in accordance with our policies and contracts. This is usually 7 years. After this time, information is destroyed in an appropriate manner.
6 – How can you get a copy of your records
You have a right to request a copy of your records. Requests should be made in writing to:
Programme Support Officer
Ageing Better Middlesbrough
The Mind Centre
90-92 Lothian Road
Middlesbrough TS4 2QX
No charge is made to individuals applying for their own record. A charge is made to organisations including advice services and solicitors.
In some circumstances, information may be withheld if it is felt to be in your best interests to do so or for the protection of others.
Your information will be supplied in printed form within 40 days of receipt of request.
7 – How you can correct mistakes in your record
An opinion or judgement by a worker, whether accurate or not, will not be deleted. Keeping relevant information is important in understanding support or activities that are provided by us. If the information we have is not current, or you feel the information is incorrect, please speak to your worker.
Where it is agreed that information is factually inaccurate, it will be amended to show the correction with an explanation of the correction. If we disagree with you about the accuracy of a record, we may include a statement from you explaining this with your consent.
8 – How to object
You can object to Ageing Better Middlesbrough processing your information by speaking to your worker or contacting our Programme Support Officer in writing. We may have to stop working with you if we cannot keep records of our work. We may still need to keep historical records.
9 – Further information
If you have any further questions, please ask the worker you are working with. If they do not know the answer, they will be able to find out for you.