How we use your personal information for Servicing and Maintenance of aids and equipment supplied by Vision Products.
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 when servicing / maintaining aids or equipment provided to service users by Vision Products. 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.
For aids and equipment provided to service users who were referred to us by Professionals, for example Social Workers, Physiotherapists, Health Professionals, we have a duty to service the aids and equipment we provided you on an bi-annual and annual basis, to ensure that it is still fit for purpose, or whether we need to undertake any repairs or replace any equipment.
We provide this service for customer who live in the Cwm Taf Morgannwg Health Board area, i.e. Rhondda Cynon Taf, Merthyr and Bridgend.
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 in order to arrange servicing and maintenance of the equipment previously supplied by us 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 service users care and can take necessary action should the customer be unable to do so, for example be available for an engineer to service equipment / repair equipment etc.
- Information about the aids and equipment supplied.
Some of the personal information that we collect about our service users or is provided to us about our service users from the prescribers 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.
We may also process personal information about service users carers to help them use any aids and equipment safely and appropriately. If service users share information about their carers in written, electronic or phone communications, we may also record this information on our systems.
3. Where does the service get my information from?
The information we hold will have originally been provided to us by the relevant Professional who undertook the assessment which identified client’s needs.
Examples of the Professionals who refer your details to us include, but are not limited to:
- Social Worker
- Occupational therapists
4. What we will do with your personal information?
On a bi-annual or annual depending on the type of equipment supplied, we will contact you to arrange a mutually convenient time to visit your home to service and maintain aids and / or equipment that we provided to you previously.
Following the service or maintenance, we will update our systems with the outcome of the visit, i.e. whether the equipment was faulty and needed any repairs, or whether we need to replace the equipment.
5. What is the legal basis for the use of this information?
We have a legal obligation under Health and Safety Legislation (specifically The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) and The Provision and Use of Work Equipment Regulations 1998 (PUWER)) to service and maintain the equipment we have provided to our service users.
We also process personal information in line with our contractual requirements with Health and Social Care organisation for servicing and maintaining equipment provided to service users.
6. Does the service share my personal information with any other organisation?
We may on occasions, ask a third-party company to undertake the servicing and maintenance of equipment on our behalf. Where this occurs, the information we will share with the company will include, but may not be limited to:
- Customer’s / representative name
- Customer’s address
- Customer’s / representative contact details
- Type of equipment that needs to be serviced.
We also report back to the relevant health and social care organisation to update them on the work carried out on behalf of the service user.
7. How long will my information be kept?
Our records are currently held for 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 :
Coedcae Lane Industrial Estate,