Privacy notice

Safer communities privacy notice

The London Borough of Hounslow is committed to protecting and respecting your privacy. Through this Privacy Notice we have sought to be as transparent as possible and fully explain how your personal data is held and processed.

This privacy notice applies to Safer Communities and tells you what to expect us to do with your personal information.

If you have any questions about this privacy notice or any concerns about how we process your data, please contact Safer Communities via email: community.safety@hounslow.gov.uk

The privacy notice will continue to be monitored and updated. You are advised to check this page from time to time.

We currently collect and process the following information:

Multi-Agency Risk Assessment Panel

(MARAC)

Community Risk Panel

(CRP)

Safer Communities Operational Team

Integrated Offender Management

(IOM)

Hounslow Domestic Violence Outreach Service

(HDVOS)

 

Name

Name

Name

Name

Name

Address

Address

Address

Address

Address

Date of Birth

Date of Birth

Date of Birth

Date of Birth

Date of Birth

Telephone number

Telephone number

Telephone number

Telephone number

Telephone number

Email address

Email address

Email address

Email address

Email address

Number of children (including DOB)

Number of children (including DOB)

Number of children (including DOB)

Number of children (including name and DOB)

Number of children (including name and DOB)

Gender

Gender

Gender

Gender

Gender

Mental Health

Mental Health

Mental Health

Mental Health

Mental Health

Disability

Disability

Disability

Disability

Disability

Sexuality

Sexuality

Sexuality

Sexuality

Sexuality

Ethnicity

Ethnicity

Ethnicity

Ethnicity

Ethnicity

Religion

Religion

Religion

Religion

Religion

Drug/alcohol use

Drug/alcohol use

Drug/alcohol use

Drug/alcohol use

Drug/alcohol use

Housing Tenure/ Needs

Housing Tenure/Needs

Housing Tenure/Needs

Housing Tenure/Needs

Housing Tenure /Needs

Intimate details of abuse

Convictions/Offending History

Convictions/Offending History

Convictions/Offending History

Intimate details of abuse

GP details

GP details

GP details

GP details

GP details

Support history

Support history

Support history

Support history

Support history

Updates from partners

Updates from partners

Updates from partners

Updates from Partners

Updates from Partners

Convictions/Offending History

Convictions/Offending History

Convictions/Offending History

Current Order/Licence arrangement

CIN/CP plan

Referral Forms with details of victims and perpetrators

 

Referral Forms with details of victims and perpetrators

 

Referral Forms with details of victims and perpetrators

 

Referral Forms with details of victims and perpetrators

Referral Forms with details of victims and perpetrators

 

Case information

Case information

Case information

Case information

Case information

Glossary of terms:

MARAC – Multi-Agency Risk Assessment Conference – This is a forum where high risk cases of Domestic Violence are discussed

CRP – Community Risk Panel – This is a forum where high risk cases of Anti-Social Behaviour are discussed

IOM – Integrated Offender Management – This an approach for managing repeat offenders

HDSVOS – Hounslow Domestic and Sexual Violence Outreach Service

CIN – Children in Need

CP plan – Child Protection Plan

DV – Domestic Violence

GP – General Practitioner

How do we get your information?

Most of the personal information we process is provided to us directly by you via referral forms from other departments and organisations, such as the police and social housing landlords in the borough. This is likely to be for cases that have been referred to one of Hounslow’s high-risk panels.

We can also receive personal information indirectly, in the following scenarios:

  • We are likely to receive information via complaints that have been made, either about the service or issues that are affecting residents on the borough via councillor enquiries and customer services.
  • Allegations of crime and or anti-social behaviour
  • Other high risks panels including MARAC, CRP and IOM.
  • Safeguarding work to manage risk
  • Management of criminality- fraud
  • Other statutory organisations like another local authority or Police service outside London

If it is not disproportionate or prejudicial, we will contact you to let you know we are processing your personal information. ‚Äč

Our Lawful basis for processing your information

Lawful Basis under Article 6 GDPR

The lawful basis conditions under GDPR are:

  • Legal obligation
  • Public task

We have a statutory responsibility under the Crime and Disorder Act 1998 to work in Partnership with other organizations and formulate strategies and action plans in response to identified priority community safety issues. 

Lawful basis under Article 9 GDPR

If the information you provide us contains special category data, such as health, religious or ethnic information the legal basis we rely on to process is as follows:

  • Health or social care (with a basis in law)
  • Reasons of substantial public interest (with a basis in law)

Under the Data protection legislation, we must identify an additional basis under schedule 1 part 1 of the Data Protection Act. For the purposes of this privacy notice, we have identified the following reasons:

  • Safeguarding of children and individuals at risk.
  • Preventing or detecting unlawful acts.
  • Protecting the public.
  • Preventing fraud.

Lawful basis under Article 10 GDPR

Article 10 relates to the processing of personal data relating to criminal convictions and offences.

Under the Data protection legislation, we must identify an additional basis under schedule 1 part 1 of the Data Protection Act. For the purposes of this privacy notice, we have identified the following reasons:

  • Safeguarding of children and individuals at risk.
  • Preventing or detecting unlawful acts.
  • Protecting the public.
  • Preventing fraud.

Why we need your information (purposes of processing)

The Council provides a wide array of services to the public, and it often cannot do so without using people’s personal information.

The personal information we process is provided to us directly by you for one of the following reasons:

  • Manage and deliver services to support you.
  • Help investigate any worries or complaints you have about our services.
  • Check the quality of services including our regulatory obligations.
  • To conduct research and evaluation to assist with the delivery of work, protect individuals from harm and to implement proactive measures to stop crime and anti-social behaviour.
  • To safeguard and protect from risk
  • To use data sets to identify trends and hotspot mapping to prevent, detect and deter crime.

Who your information may be shared with (internally and externally)

We may share your information with:

  • Relevant internal officers within Safer Communities and other colleagues in the local authority
  • Metropolitan Police Service
  • London Fire Brigade
  • National Probation Service
  • Courts
  • Schools, colleges, universities, and other education establishments
  • Local Clinical Commissioning Group and other National Health Services Relevant partners who have a legitimate interest in the case or subject e.g., a service commissioned by the local authority or one that is delivering services in the borough
  • An academic or evaluation partner
  • Relevant charitable partners e.g Safelives (National Domestic Violence and Abuse charity)

We will strive to ensure that any personal data in our care will be kept safe and that where your information is disclosed to a third party working on our behalf, we will seek to ensure that they have enough systems and procedures in place to prevent the loss or damage of personal data.

How long we keep your information

A copy of our retention schedule is provided in appendix a.

Data Matching and Auditing

The council uses data matching as a way of processing large volumes of information. While this can be a useful way of detecting patterns of behaviour, it also enables us to identify information that is inaccurate or out of date, helping us comply with Data Protection law, while improving service provision.

It does not require the consent of the individuals concerned.

Your data protection rights

The rights available to you depend on our reason for processing your information. For further information about your data protection rights and how to make a request, please see ‘Your rights

Your right to make a complaint

The Council tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.

If you want to make a complaint you can contact us on:

Complaints Team
London Borough of Hounslow
Hounslow House
7 Bath Road
TW3 3EB

Data Protection Officer

The Council’s Data Protection Officer can be contacted on:

InformationGovernance@hounslow.gov.uk

Information Governance Team
London Borough of Hounslow
Hounslow House
7 Bath Road,
TW3 3EB

Information Commissioner’s Office

The Information Commissioner is the UK's independent body set up to uphold information rights.

If you would like to know more about your rights under the Data Protection law, and what you should expect, visit the Information Commissioner’s website: https://ico.org.uk/

If you have any concerns regarding any privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner’s Office:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow Cheshire
SK9 5AF

Telephone: 0303 123 1113 or 01625 545 745

Email:  casework@ico.org.uk

A full list of what information we control and process and for what purposes is set out in our notification with the Information Commissioner's Register of Data Controllers. Our registration number is Z5761176.  You can view our registration on the Information Commissioner's website.

Appendix 1

Safer Communities: Retention Schedule

Record

Type of Record

Retention Period

Rationale

1.Domestic and Sexual Violence

 

1.1 Hounslow Domestic and Sexual Violence Outreach Service

S: Drive, DV Workspace and Word Documents relating to the client-based work of the service (inc. Independent Domestic and Sexual Violence Advisors, Modern Slavery Advocate, Children Affected by Domestic Abuse Project, One Stop Shop, Freedom Programme and Let’s Talk Programme):

 

Details collected are:

- Case Notes

- Referral Forms

- Emails

- Name

- DOB

- Ethnicity

- Sexuality

- Gender

- Religion

- Disability

- Address

- Contact number

- Email address

- Support History

- GP details

-Child’s name & DOB

-Children in Need

-Child Protection Plan

 

Destroyed at 7 years after last action

Retention Guidelines of Local Authorities

 3.20 and Retention Guidelines of Local Authorities

 

3.23

2. Reducing Reoffending

 

2.1 Integrated Offender Management

S Drive, Excel Spreadsheets and Word Documents relating to the client-based work of the service include:

 

- Case Notes

- Referral Forms

- Emails

- Name

- DOB

- Ethnicity

- Sexuality

- Gender

- Religion

- Disability

- Address

- Contact Number

- Email Address

- Support History

- GP Details

- Updates from partners

- Criminal History

 

Close of case and after 6 years review

Limitation Act

1980 (section

2)

3. Anti-Social Behaviour

 

3.1 Community Risk Panel

S Drive and Word Documents relating to the client-based work of the service include:

 

- Case information

- Referral Forms with details of victims and perpetrators

- Minutes of case discussion

-Action Tracking documents through SharePoint links

- Updates from partners

- Name

- DOB

- Ethnicity

- Sexuality

- Gender

- Religion

- Disability

- Address

- Contact Number

- Email Address

- Support History

- GP Details

- Updates from partners

- Criminal History

Destroy at

6 years after last action

Limitation Act

1980 (section

2)

4.Multi-Agency Risk Assessment Conference (MARAC)

 

4.1 MARAC

S Drive, Excel Spreadsheets and Word

Documents relating to the client-based work of the service include:

- Case information

- Referral Forms with details of victims

and perpetrators

- Minutes of case discussion

- Updates from partners

- Name

- DOB

- Ethnicity

- Sexuality

- Gender

- Religion

- Disability

- Address

- Contact Number

- Email Address

- Support History

- GP Details

- Updates from partners

- Criminal History

- Previous DV History

Records kept for 6 years

Retention Guidelines of Local Authorities

 3.20 and Retention Guidelines of Local Authorities

 

3.23

5.Crime Data and Analysis

 

5.1 Crime Data

Crime Statistics Excel Data,

- No personal data

-Police Intelligence briefings

-CCTV briefings

-Weekly tasking briefings

N/A No personal data

 

6. Female Genital Mutilation (FGM)

 

6.1 FGM Service

S Drive and Word Documents relating to the client-based work of the service include:

- Case Notes

- Referral Forms

- Emails

- Name

- DOB

- Ethnicity

- Sexuality

- Gender

- Religion

- Disability

- Address

- Contact Number

- Email Address

- Support History

- GP Details

Destroy- 7 years after last action

 Retention Guidelines of Local Authorities

 3.20 and Retention Guidelines of Local Authorities

 

3.23

Glossary of terms:

RGLA – Retention Guidelines of Local Authorities

MARAC – Multi-Agency Risk Assessment Conference – This is a forum where high risk cases of Domestic Violence are discussed

CRP – Community Risk Panel – This is a forum where high risk cases of Anti-Social Behaviour are discussed

IOM – Integrated Offender Management – This an approach for managing repeat offenders

HDSVOS – Hounslow Domestic and Sexual Violence Outreach Service

Privacy notice updated: 13 June 2022

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