Quality and monitoring team privacy notice

This privacy notice is designed to help you understand how and why the quality and monitoring team 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 teams dealing with brokerage, contracting, quality assurance, contract compliance and quality improvement collect and process data in order to facilitate this activity.

The functions undertaken by the quality and monitoring team are:


Sourcing placements and packages of care for people with care and support needs. Producing and issuing contracts for individual placements and packages of care and support


Contract management and monitoring of larger contracts for services provided for multiple people

Quality Assurance

Ensuring services commissioned by ourselves are of a suitable standard and meet contractual requirements, making improvements, where required.

Contract Compliance

Dealing with situations where contract standards have not been met and where contractual breaches have occurred.

Quality Improvement

Working with providers to secure improvement in services so that they can continue to deliver care and support to people and continue to trade.

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

Their contact details are:

Information Governance Office


West Offices

Station Rise


North Yorkshire


Email: infogov@northyorks.gov.uk

Tel: 01904 552848

What personal information do we collect?

The quality and monitoring team collects personal data including, but not necessarily limited to:

  • 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 also collects the following special category data:

  • 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 convictions

Why do we collect your personal information?

Without your data we would not be able to contract for care & support and ensure services delivered meet contractual requirements and of appropriate quality.

  • service delivery
  • service planning/improvement
  • prevention or detection of fraud/crime
  • research (using anonymised data only unless we specifically request your consent to use identifiable personal data)
  • understand the care market
  • maintain lists of preferred providers

Who do we share this information with?

In order to deliver effective and high quality services the Quality and Monitoring Team routinely shares data with:

  • NHS agencies (GPs, hospitals, ambulance, health visitor), 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

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?

Data held

Retention period

Records relating to the creation and management of contracts

7, 10 or 12 years dependent on the nature of the contract

Records relating to market shaping and market development activity

Retain from year records created for 6 years.

What is our lawful basis for processing your information?

With regard to personal data:

  • article 6(1)(c) – Legal obligation: the processing is necessary to comply with the law

With regard to special category data:

  • article 9(2)(h) – Provision of health and social care

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