How we use your personal information for Vision Products – Community Equipment Service Partnership.
The Council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with.
We have summarised in this privacy notice some of the key ways in which we use your personal information for Vision Products – Community Equipment Service Partnership. This information should be read in conjunction with the Council’s corporate privacy notice.
1. Who we are, what we do.
Vision Products isa supported business that is part of Rhondda Cynon Taf County Borough Council. The service supplies both simple aids and equipment and more complex aids and equipment such as mobility scooters and profiling beds to service users with disabilities / particular needs.
Vision Products works in partnership with a number of Local Health Boards and both Adult and Children’s Social Care Services in a number of Local Authorities in South East Wales such as, but not limited to, Rhondda Cynon Taf, Merthyr, Bridgend, and Cwm Taf Morgannwg. We supply specialist aids and equipment, on their behalf, to people who they have assessed as needing aids and equipment to maintain their independence.
Because we make use of peoples personal information we must make sure that they know what we intend to do with their information and who it may be shared with.
2. What and whose personal information we hold?
We hold information on past and present service users who have received aids and equipment from us.
The types of information we hold may include, but is not limited to:
- Service users contact details, including their name, address, telephone numbers and email.
- Service users medical information and information about their care and support needs.
- Contact details for carers, family or friends who are involved in a services users care and can take necessary action should the service users be unable to do so, e.g. liaise with us if there are issues with the service or if parts are required etc.
- Information about the aids and equipment supplied.
- information needed to provide aids and equipment required, for example:
- Referrer and referral details,
- Delivery address,
- Requirements and restrictions in order to deliver, e.g. access restrictions to the property.
Some of the personal information that we collect about our service users or is provided to us about our service users and their carers may be sensitive ‘special category’ data. Special categories of data include information about physical and mental health, sexual orientation, racial or ethnic origin, sexual orientation, biometric and other data. This type of information may be collected in order to provide service users and their carers with safe and secure services, which is appropriate to their needs.
3. Where does the service get my information from?
We receive service users information from the relevant professional who assessed their needs, e.g. a Social Worker, Doctor, Physiotherapist and Occupational Therapists.
4. What we will do with your personal information?
We will use service users personal information to:
- Process any order for aids and equipment and make arrangements for their delivery.
- Keep a record of the aids and equipment that has been ordered and supplied.
- Deal with any enquiries or issues service users may have about the aids and equipment that has been ordered and supplied.
- Assess, manage and record any health and safety concerns or incidents associated with the supply and delivery of any aids and equipment.
- Run our service and provide third parties, such as Health, Social Services or the Welsh Government with statistical information about the people who use our service, their needs and the aids and equipment supplied. Please note, any reports that we write or statistical data that we produce will be anonymised. They will highlight the work that we do, and the services that we have provided over a specific period of time.
5. What is the legal basis for the use of this information?
Data Protection law says that we are allowed to use and share personal information only where we have a proper and lawful reason for doing so.
Our lawful basis for processing personal information when providing aids and equipment is to fulfil our contractual obligations that we have with the health and social care organisations, in order to provide the aids and equipment required by the service user.
6. Does the service share my personal information with any other organisation?
We may have to share service users names, addresses and contact details to third party delivery companies to deliver the aids and equipment, if we are unable to deliver the equipment ourselves.
We may also, in discussion with you, share your personal information with your family, representatives or friends where they are involved in caring for you and may need information on using the aids and equipment when they are involved in meeting your care and support needs.
7. How long will my information be kept?
For administrative and financial reasons records will be kept for a minimum of 7 years.
8. Your information, your rights
The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.
Click here for further information on your information rights and how to exercise them.
9. Contact us
If you have any concerns or would like to know more about how the service using your personal information please contact us in one of the following ways:
By email : VisionProductsBusiness@rctcbc.gov.uk
By telephone : 01443 229988
In writing :
VISION PRODUCTS, Coedcae Lane Industrial Estate, Pontyclun, Taff Ely. CF72 9GP