Privacy Notice

East Sussex Safeguarding Adults Board

Privacy Notice
This privacy notice explains how East Sussex Safeguarding Adults Board (SAB) uses and shares personal information in order to carry out its statutory duties and responsibilities.

Who we are and what we do
The SAB is a statutory service which exists to make sure that all members and agencies work together to keep East Sussex adults safe from harm and to protect their rights. Local authority statutory adult safeguarding duties apply equally to those adults with care and support needs, regardless of whether those needs are being met, whether the adult lacks mental capacity or not, and irrespective of the setting. The SAB also has responsibilities for carrying out Safeguarding Adults Reviews (SARs), assuring appropriate training, maintaining the Sussex Safeguarding Adults Policy and Procedures in line with legislation and government guidance, and publication of an annual report and strategic plan.

The SAB is made up of the following statutory organisations:

East Sussex County Council (Adult Social Care & Health)
Sussex Police
NHS Sussex Integrated Care Board

Non-statutory partners of the East Sussex SAB are:

Care for the Carers
Change, Grow, Live (CGL)
District and borough council representation
East Sussex Fire & Rescue Service
East Sussex Healthcare NHS Trust
Healthwatch
HMP Lewes
Home care representatives
Kent, Surrey, Sussex Community Rehabilitation Company
Lay members
Local Safeguarding Children’s Board
National Probation Service
NHS England
Registered Care Association
South East Ambulance Service NHS Foundation Trust
Sussex Community NHS Foundation Trust
Trading Standards
Voluntary and community sector representation.

To carry out these tasks, we must hold records about you and your personal circumstances, and about the support you receive, have received, or may need in the future. We guarantee to use your personal data only in ways that respect your rights and promote your health and wellbeing. For example, we use information about you to:

make sure your support is safe and effective
work with others who are or have been involved with your support
investigate any concerns or complaints.

What information is being used?

The information we hold about you will depend on the type or review or case audit the SAB is undertaking. In all cases we will hold your name, address and date of birth. In relation to specific service provision, we may also hold information relating to contact details, assessments, reviews, care plans and service provision information.

We may also hold information received from other organisations including reports from doctors and other healthcare professionals which help to carry out a SAR or case audit, to assess effectiveness of service interventions and how best to provide your care and support.

Information we hold may also include information about you and your circumstances (including family, friends, associates, lifestyle, finances, employment, education or housing), relevant health and safety concerns, and information about your needs and wishes.

Information we hold may include special categories of personal data, such as:

information about your racial or ethnic origin, religious or philosophical belief and your sex life or sexual orientation
information about health conditions or disabilities that may apply to you.

What is the legal basis for processing your information?

When we collect your personal data, we rely on the following legal bases:

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.
Processing is necessary for compliance with a legal obligation to which the controller is subject.

When we collect your ‘special categories of personal data’, we rely on the following legal bases:

Processing is necessary for reasons of substantial public interest.
Processing is necessary for the provision of health or social care or treatment or the management of health or social care systems and services.

As we have a statutory basis for collecting your personal data, we do not need to ask for your permission to collect and share it. However, we will only ever share your data on a basis of need, in line with legislation and will work transparently with you at all times.

How will your information be used?

We hold your information so that the SAB can assure itself that local safeguarding arrangements and partners help to protect you when you need it, and to carry out our legal duty of SARs. We also use it to plan and improve our services and to look into any concerns about the services you receive. We need to do this either because we have statutory duties to fulfil, or because we are required to undertake certain tasks for reasons of public interest. SAR reports may be published in line with legislation guidelines to share learning, and prevent future cases of abuse and neglect. Information in SAR reports will always be anonymised.

We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.

We have strict controls on who can see your paper or electronic records. Nobody is allowed to see your information unless they have a valid reason and appropriate authorisation.

Your information is not processed outside the EEA (European Economic Area).

Our staff are trained to handle your information correctly and protect your confidentiality and privacy.

All information is held securely in accordance with our Data Protection & Information Security Policy.

How long will your information be kept for?

If the SAB no longer needs to keep your records for its statutory purposes the information will be retained on our systems in accordance with the Council’s retention schedule. Find out more about managing records and information.

Sharing your information.

The partner agencies of the SAB have signed up to the Sussex Information Sharing Guide and Protocol. The protocol aims to facilitate effective data sharing in line with legislation, standards and principles about sharing sensitive and confidential information.

Any sharing of personal data is always made:

on case-by-case basis
using the minimum personal data necessary
with the appropriate security controls in place
in line with legislation.

Information is only shared with those agencies and bodies who have a ‘need to know’. We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.

We will keep a record of those involved in the specific SAB activity and what information has been shared with them. Anyone who receives information from us is under a legal duty to only use the information for the purposes agreed and keep the information secure and confidential.

We may share anonymised information with partners such as the NHS and other local authorities to help to improve services provided to everyone.

Where your data is used for ‘secondary purposes’ – for example, to help plan future service provision or to allow other organisations to offer services to you which may be of interest, such as home fire safety visits – we will ask for your consent.

Your rights

Under the General Data Protection Regulation, you have the right:

To be informed why, where and how we use your information.
To ask for access to your information.
To ask for your information to be corrected if it is inaccurate or incomplete. To ask for your information to be deleted or removed where there is no need for us to continue processing it.
To ask us to restrict the use of your information.
To ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information.
To object to how your information is used.
To challenge any decisions made without human intervention (automated decision making).

Please visit data subject rights for further details.

Or you can contact:

Customer Services Team
East Sussex County Council
County Hall
St Anne’s Crescent
Lewes
BN7 1UE

Phone: 01273 482 913

Email: Freedom of Information

How to find out more or complain

Should you have any further queries on the uses of your information, please contact the person who deals with your case or their manager.

Or you can contact Health and Social Care Connect (HSCC), our customer contact centre via:

Phone: 0345 608 0191
Minicom via type talk on 18001 034560
Email: HSCC

We want to provide high quality services for everyone. But if you think things haven’t gone well, we need to know if we can put them right and learn from our mistakes.

If you want to make a complaint about Adult Social Care, you can contact the:

Complaints Team
County Hall
St Anne’s Crescent
Lewes BN7 1UE

Phone: 01273 481 242

Email: ASC complaints team

You might want to use an independent advocate to help you understand the complaints process and put your views across effectively.

Further information on making a complaint

Or you can contact our Data Protection Officer.

You can also contact the Information Commissioner’s Office (ICO) for further information or to make a complaint:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Email: ICO

Report a concern on the ICO website

Our Cookie Policy

At ESSAB we make use of cookies to help manage our website, make our website easier to use and support the provision of relevant information and functionality. This is done to improve your visitor experience, as well as provide us with information about how our website is used so that we can make sure it is as relevant and as error free as we can make the site By using our website you agree to the use of cookies as described in this Cookie Policy.

Cookies set across our website, can be in the form of session cookies (lasting only as long as your visit to our website) or persistent cookies, and may use different technologies, such as JavaScript or Flash. You can choose to manage the cookies we use on our website through your internet browser settings at any time. Certain cookies may be set as soon as you visit our website, but you can remove them using your internet browser settings.

If you have any further questions, require further clarification around our use of cookies or wish to discuss how we are embracing online privacy please contact us.

The Cookies We Use

Name of cookie	Type of cookie	Reason for cookie	Description
_UTMZ	1st /Persistent	Analytics	Extracts the following information- where the visitor came from, what search engine they used, what link they clicked on, what keyword they used and where in the world they accessed a website.
_UTMA	1st /Persistent	Analytics	Keeps track of the number of times a visitor has been to the site, when their first visit and last visits were
_UTMC	1st /Persistent	Analytics	Works with UTMB_ to determine how long the visitor spends on the site
_UTMB	1st /Persistent	Analytics	Works with UTMC_ to determine how long the visitor spends on the site

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What happens if you disable cookies from our site?

Preventing cookies is likely to impact the functionality or performance of our website and could stop you from using certain services provided through it. If you choose to disable cookies, we cannot guarantee how the operation of our website will perform during your visit. It will also affect our ability to improve our website, making changes to user preferences.

What are Cookies?

Cookies are small text files that are sent to and stored on your computer, smartphone or other device used to access the internet, whenever you visit a website. Cookies are useful because they allow a website to recognise the device you are using. We use cookies for a variety of reasons, such as to determine preferences, let users navigate between pages efficiently, verify the user and other functions More information about cookies can be found on allaboutcookies.org