This page aims to tell you

• Why we keep information on people who use Lifework’s services
• What information we keep
• About your right to see the information we hold about you
• How to go about seeing the information we hold about you

Why we keep information

We keep information about people who use Lifework’s services so that we can:

• Provide a record of the work we’ve done for, or with you and of any decisions made about providing services for you
• Identify and monitor the need for our services
• Check that we are fulfilling our statutory and/or contractual duties about the work that we do
• Ensure that we provide a quality service to all members of the local community

Under the Data Protection Act 1998 you have a right to see the personal information we keep about you as an individual, whether held on our computer system or on paper. This information is, usually, confidential.

The Freedom of Information Act 2000 applies to the non-personal, non- confidential information Lifework holds. Freedom of information allows anyone to apply for general information held by us. However, as said, information about an individual remains confidential.

Information will be shared you regularly as part of Lifework’s professional practice; while working with you, you will be given copies of all principle documents, such as assessments, plans and agreements made by us to meet your needs.

What information do we keep?

We keep:

• Information on anyone who requests or receives a service from us
• Factual information – such as your address and other details you gave us – and details of our work with you
• Your views and comments about the services we provide to you
• Information received from other organisations, like Jobcentre Plus, which helps us to meet your needs

Who can see this information?

Staff who are working with you. Our staff is required to keep personal information confidential. Lifework has put in place a series of comprehensive security measures, detailed in our Security Plan, and designed to keep your details safe and secure. Your information will only be shared with those who need to see it as part of their work.

When other agencies provide us with information about you, they will be informed that those details can be seen by you unless there are legal restrictions.

We also share information on you with other agencies who are involved in planning and providing services for you.
Other organisations, such as the Department of Work and Pensions (DWP) may require personal information for statutory reasons. Others, like Ofsted, may also request records to check how we are working.

How long is your information kept for?

Your records will be kept whilst we are involved in providing services to you and then kept for a period after that. The time that we keep records for depends on the service that you have received.

Seeing your records

We would ask you to complete our Data Subject Access Request Form and return this to us. Copies of this can be obtained from the person responsible for your service.

How long will it take?

We are obliged to make arrangements for you to see the requested information within 40 days of receiving your request. It may take a little longer if we need permission from outside agencies to show you their information.

• You may bring a friend, relative or perhaps an interpreter with you to see your records
• One of our staff will be present to help and answer queries
• You can take copies of your file

Some information may not be shown to you

We might hold some information back:

• If showing you the information could cause harm to you or other people
• Where legal restrictions apply, for example, due to court proceedings, or if a crime has been committed
• Where information has been given by other people who have not agreed to you seeing it
• If you are a relative of a customer, you do not have an automatic right to see your relative’s records. We would need their consent in writing before releasing any information to you.

What if I don’t agree with what is in my file?

If you find any information which you think is incorrect, please tell us.

If we agree, we will correct your records; if we don’t, we will record your disagreement on your file and provide you with a copy of this.

Should you remain dissatisfied with the information in your file then you can make a complaint by writing to our Data Protection Controller, who is:

Mr. Craig Williams.
Lifework.
128b, Oldbury Road,
Smethwick.
B66 1JE

This policy was approved and endorsed by the Board of Trustees on 17th February 2011.