Introduction

Nottingham City Council provides a wide range of services to the public. In order to provide the best services to meet your needs, it is necessary to collect information and to keep detailed records.

It is your right to see any personal information about you that we keep on our records.  For example, you may wish to check that it is factually correct.  The Data Protection Act 1998 is there to support you if you are concerned that information we hold about you is wrong.

We can make arrangements for you to have copies of what is recorded about you on social care files and we are obliged by law to so.

What information do we keep?
Where do we keep the information?
What information can I see?
Is there any information I cannot see?
Can other people see information about me?
How do I see the information held on me?
How long will it take?
What do I do if I think the information is wrong?

What information do we keep?

If you seek help or advice from the social care teams in Adult Services, Housing and Health, you will be asked information about yourself and your circumstances, which is then kept on our records.

This will include information such as your name(s), date of birth, address and ethnic background as well as assessments made by social care staff. Information about you from other professionals, such as doctors, teachers or health visitors, may also be kept on file.

Where do we keep the information?

Information is kept on paper files, computers or in log books. These will be kept at your local Adult Services, Housing and Health office, day service or residential unit. We are allowed to keep your personal information on our records whilst you continue to receive services from us. After that we will keep your records as we are required to by law.  Usually this is until you reach your 99th birthday. Therefore, if you have been in contact with us in the past, we may still have some information about you on our files.

What information can I see?

You have the right to see all personal information we hold about you if you use our services.  

If you are a parent or carer, you may be able to access information in the event that:

• you can indicate where this information might be held, such as Adult Services,
• and, if possible, you have the permission of the person whose data it is.

There is no legal obligation, except in special circumstances, to release a person’s information to any other third party.

Is there any information I cannot see?

All information you give to the Council is treated in confidence. We will always try to show you as much as possible, but you may not be able to see everything we have recorded on file, such as third party information, including relatives’, partners’ or siblings’ information except in special circumstances. There are legal regulations in the Data Protection Act 1998 that the Council must use to decide what you can see.

Can other people see information about me?

Other people, even members of your family, cannot see what is recorded about you without your permission. We only let other professionals see your file when essential.

How do I see the information held on me?

All you have to do to see the personal information we hold about you is write to:

Information Governance
Nottingham City Council
The Guildhall
Burton Street
Nottingham
NG1 1BT

email: information.governance@nottinghamcity.gov.uk
call: 0115 915 4155

Any member of staff from Adult Services, Housing and Health will be able to help you to do this, or you can ask someone else to write on your behalf, if you are able to provide authorisation for them to see the data.

How long will it take?

We will respond within 40 days of receiving your written request. On occasion, there may be delays while staff find the records and ask for consent to show information given by other people. In this event, you will be kept informed throughout the process.

What do I do if I think the information is wrong?

Facts about you can be corrected or removed from your file if you are able to show that they are wrong. If an assessment has been based on incorrect information, it can be changed. If you disagree with any information we hold about you, your views can be recorded and kept on file.

If you are not satisfied with the way in which we have dealt with your request to see or correct information we have on our files, you can request a review. To do so, you should write to the Service Manager for Information Governance, at the address on the opposite page. This procedure will not alter or reduce any other rights you may have in law.