Portsmouth City Council ("the Council", "we", "us") is the data controller for the personal information described in this notice. We are registered with the Information Commissioner's Office (ICO) (Registration Number Z5578313).
This privacy notice explains how Portsmouth City Council collects, uses, shares, stores and protects personal information relating to Ian Gibson Court Care and sheltered housing support services.
Who we are and how to contact us
Data Controller: Portsmouth City Council (Registration Number Z5578313)
Address: Civic Offices, Portsmouth, PO1 2AL
Data Protection Officer Email: DataProtection@portsmouthcc.gov.uk
Telephone: 023 9282 2251
If you have questions about this notice or want to exercise your data protection rights, contact the Data Protection Officer using the details above.
Who this notice applies to
This notice applies to:
- Residents of Ian Gibson Court
- People receiving sheltered housing support services
- People receiving personal care services provided by Portsmouth City Council staff at Ian Gibson Court
- Family members, carers and representatives involved in supporting residents where appropriate
The personal information we collect
We may collect:
- Name, address and date of birth
- Contact details, including telephone numbers and email addresses
- Details of your tenancy
- Information about your family and household circumstances
- Next of kin and emergency contact details
- Records of correspondence, emails, letters and telephone calls
- Financial information relating to accommodation, meals, laundry and other chargeable services
- Housing needs and support requirements
- Information required to help you remain independent in your own home
We may also collect information relating to:
- Physical and mental health
- Disabilities and support requirements
- Social care needs
- Personal care needs
- Information provided by healthcare professionals, social workers and other organisations involved in your care or support
Special Category Data
Ian Gibson Court Care services may process special category personal data, including health information, care requirements, disabilities and support needs. We only process this information where the law allows and with appropriate safeguards in place.
Where we get your information from
We obtain information:
- Directly from you through tenancy, care and support arrangements
- From family members, carers and representatives where appropriate
- From healthcare professionals and health services
- From social care services and support providers
- From other Council services
- From organisations involved in supporting your housing or care needs
How we use your information and our lawful bases
We use personal information to:
- Deliver sheltered housing support services
- Provide support appropriate to your individual needs
- Deliver personal care services where these are provided by Portsmouth City Council staff
- Support residents to remain independent in their own homes
- Contact you regarding changes affecting your housing or support arrangements
- Enable access to housing, money advice and related support services
- Manage payments for services such as meals and laundry where available
- Support service planning and development
- Meet safeguarding, health and social care responsibilities
Lawful Bases under UK GDPR
Most Ian Gibson Court Care activities are carried out under the lawful bases of:
- Public task - where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority
- Contract - where processing is necessary for the performance of a tenancy agreement, personal care arrangements or related service agreements
- Legal obligation - where the Council is required to process information to meet legal or regulatory requirements
Special Category Data (Article 9 UK GDPR)
Where special category information is processed, the Council relies on conditions including:
- Health or social care purposes
- Social protection and housing functions
- Substantial public interest
- Safeguarding of children and adults at risk
Who we share your information with
We may share information where necessary and lawful with:
- Other Council services
- Health and social care providers
- NHS organisations and healthcare professionals
- Contractors carrying out repairs and maintenance on our behalf
- Housing providers and local authorities
- Support organisations involved in your care or wellbeing
- Police, emergency services and safeguarding partners
- Family members, carers and representatives where you have authorised this or where the law otherwise permits
Information may also be shared where necessary:
- To protect someone from serious harm
- To safeguard vulnerable adults
- To prevent or detect crime or fraud
- To provide appropriate housing, care and support services
- To meet legal or statutory duties
We will only share information necessary for the organisation to provide services, support or carry out its statutory responsibilities.
We do not share personal information for third-party marketing purposes.
How long we keep your information
Personal information is only kept for as long as necessary for the purposes for which it was collected and in accordance with the Council's corporate retention schedule.
Retention periods vary depending on the type of information and the purpose for which it was collected.
Further information can be found in the Council's corporate retention schedule.
How we keep your information secure
Technical and organisational measures are used to protect personal information, including:
- Access controls and permissions
- Staff training and awareness
- Secure storage and IT systems
- Regular monitoring and validation processes
- Information security and data protection policies
- Contractual controls with contractors, suppliers and service providers
Anyone processing personal information on behalf of Portsmouth City Council is required to do so securely and only for authorised purposes.
Your data protection rights
Under data protection law, you may have the right to:
- Access your personal information (Subject Access Request)
- Request correction of inaccurate information
- Request erasure in limited circumstances
- Request restriction of processing
- Object to processing in certain circumstances
- Request data portability in limited circumstances
- Exercise rights relating to automated decision-making and profiling
Right to object
You have the right to object to processing carried out under public task or legitimate interests in certain circumstances. Requests can be made by contacting the Data Protection Officer.
How to exercise your rights
You have the right to know whether Portsmouth City Council holds personal information about you.
Requests can be made by contacting the Data Protection Officer or by visiting the Council's subject access request and Freedom of Information pages.
You will usually be entitled to access your personal information, although access may be restricted where information relates to other individuals or where a legal exemption applies.
Complaints
If you are unhappy with how your personal information has been used, please contact the Data Protection Officer in the first instance.
If you remain dissatisfied, you may complain to:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Links to other websites
The Council's website may contain links to other websites. This privacy notice does not cover those websites. Please read the privacy notices published on any external sites you visit.
Changes to this privacy notice
This privacy notice was last reviewed on 1 July 2024.