Why are records kept?
We need to keep personal information that assists us to identify your care needs, plan the provision of quality services and complete Statutory returns to the Government.
Who will see my record?
Employees and agents of the County Council or third parties who need the information to help provide the service to you.
What records are kept?
Anyone who receives a service from Social Services or contacts them, including foster carers and adopters, will have a record.
Who keeps the record?
Your social worker/care manager, your residential setting manager and any other manager of services provided may keep information both in a manual file and electronically.
Can I see my child’s record?
This will depend on the age and understanding of your child, and the nature of the records. As a parent you do not have an automatic right to your child’s records.
What is on my record?
The information held on your record will reflect your reason for contacting Social Services. It may include such things as personal information, records of any meetings you may have with Social Services’ employees, assessment forms and care plans (if appropriate), correspondence, reports from professionals or others not employed by Social Services and any decisions made and why they were made.
Can my views be put on record?
Your record will, as far as possible, be put together jointly by you and your social worker/care manager. If there is a disagreement, your expressed view may also be recorded.
Are my records confidential?
Personal information held on you is protected under the Data Protection Act 1998. Access controls are put in place to protect your records. These include manual and computer controls.
Can I see my record?
There is a general right of access which you have to your personal records under the Data Protection Act 1998. However there are exceptions concerning some of the information you may be able to see.
How can I see my record?
You can see your record by contacting the Access to Records Officer (contact details are on the right hand side). You will be required to complete certain documentation prior to access being permitted.
Before you can have access to your records the Access to Records Officer is required to go through a process of checking what information you may lawfully see. Where, for example, disclosing the information would reveal who gave it or would identify another person those people (who are entitled to confidentiality) have to be contacted to see if they consent to their information being seen by you.
This process can take a long time, but will normally be carried out within 40 days.
Can anyone else see my record on my behalf?
If you want to nominate someone else to see your record on your behalf, that can be arranged. You may also bring a friend or representative with you. There are also circumstances where we are legally bound to share information with other agencies.
Can I have copies of my record?
Yes, you can have photocopies of any information you have seen on your record. On the first occasion we would not expect to charge for this service but, should the administrative requirements become very heavy, we may need to make a charge of up to £10. You will be informed of any charge at the time of your request.
What happens if I am not happy with the content of my record?
If you disagree with any statements, provided agreement is reached they may be corrected or amended. If no agreement can be reached with the manager of the service then your opinion will be recorded on the record.
What if I am still unhappy about anything to do with seeing my record?
If you cannot solve the problem with the Access to Records Officer you can make a formal complaint. Please see comments, compliments and complaints.
For how long is my record kept?
The retention period for records will depend upon the service received.
Will my record be used in research?
Social Services are committed to continually improving its service. One way of doing this is through research. Social Services supports and works within the spirit of the Data Protection Act 1998.
This means that we may use information on a strictly confidential basis within the Social Services for research. Any research information provided to other organisations will be in a statistical (numbers only) format.
Will I be offered any assistance to help me understand my record?
When given access to your records you will be accompanied by the Access to Records Officer, or their representative, who will provide any clarification and help you need.
Further information.
For further information or if you need any help with translation, interpreting or advocacy please contact the Access to Records Officer using the contact details on the right hand side.