Health and Adult Services (HAS) care and support privacy notice

This privacy notice is designed to help you understand how and why the care and support (locality) teams, within the health and adults service, processes your personal data. This notice should be read in conjunction with our corporate privacy notice.

Who are we?

North Yorkshire Council is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR). The Health and Adult Services care and support service provides high quality care and support services to adults and carers across the county, working closely with health and independent and voluntary sector partners to deliver our services.

We have appointed Veritau Ltd to be its data protection officer.

Their contact details are:

Information Governance Office
West Offices
Station Rise
North Yorkshire


Tel: 01904 552848

What personal information do we collect?

The care and support team collect the following information about you:

  • name, address, date of birth and contact details
  • social care ID and NHS ID
  • family composition, family history, relationships information, lifestyle information and social circumstances
  • personal referees
  • financial information
  • visual images, personal appearance and behaviour

The team will also collect certain ‘special category’ information such as:

  • physical and/or mental health details
  • racial or ethnic origin
  • religious or philosophical beliefs
  • social care assessed needs and support outcomes
  • criminal proceedings, outcomes and sentences

Why do we collect your personal information? 

Without your data we would not be able to assess social care needs or be able to arrange or provide social care services. Therefore, we require your personal data for:

  • service delivery
  • service planning/improvement
  • research (using anonymised data only unless we specifically request your consent to use identifiable personal data)

Who do we share this information with?

In order to deliver the best possible service, the team will often need to disclose your personal data to other organisations. This could include but is not necessarily limited to:

  • NHS agencies (GPs, hospitals, ambulance, health visitors), mental health services, and other health providers
  • education providers
  • domiciliary care, residential/nursing care, and day care providers
  • local and central government agencies (such as the Department of Health and Department of Work and Pensions)
  • substance misuse agencies
  • advocacy services
  • prepaid card providers
  • direct payment support services
  • housing associations
  • careline

The team only shares your special category data with your explicit consent, unless they have a statutory duty to do so.

North Yorkshire Council also links in with the Yorkshire and Humber care record (shared care record) in order to enhance our service to you. The Yorkshire and Humber care record is a shared system that allows specific health and care staff within the Yorkshire and Humber health and social care community to appropriately access the most up-to-date and accurate information about patients in order to deliver the best possible care. If you would like more information about this service please refer to fair processing notice.

Use of your NHS number in adult social care

If you are receiving support from adult social care then the NHS may share your NHS number with us. This is so that the NHS and adult social care are using the same number to identify you whilst providing your care. By using the same number we are able to work together to improve your care and support.

How long do we keep your information for?

The following table details the retention periods for records relating to the care and support service:

Data held Retention period
Records relating to the creation and management of the care needs assessment process Retain from year records created plus 8 years.
Client records relating to the provision of respite care for adults Retain from year records created plus 8 years.

What is our lawful basis for processing your information?

North Yorkshire Council relies on the following lawful basis to process your personal data:

  • UK GDPR Article 6(1) (c) – processing is necessary for compliance with a legal obligation to which the controller is subject.
  • UK GDPR Article 6(1) (e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

When processing special category data, the council will rely on the following lawful basis:

UK GDPR Article 9(2) (h) – processing is necessary for the provision of health or social care services, meeting Schedule 1, Part 1 of the Data Protection Act 2018 as below:

  • (2) health or social care purposes

The legislations, policies and guidance that relate to this service include but is not limited to:

  • care act 2014
  • the health and social care act 2014
  • care quality registration regulations 2009
  • the mental capacity act 2005
  • the mental health act 1983

For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.