Fife Support Service Privacy Notice

To allow us to provide the service you would expect from us, we process the following information about you:

• name
• address
• date of birth
• telephone numbers
• equality and diversity information
• next of kin
• GP’s name, address and telephone number and the contact details of other health professionals involved in your care and support
• health and disability information which helps us understand your care and support needs

We need your information and will use your information:

• to enable us to supply you with the services and information which you have requested or expect from u
• to analyse the what we collect so that we can administer, support and improve our business and the services we offer
• to contact you in order to send you details of any changes to our services which may affect you
• for all other purposes consistent with the proper performance of our operations and business
• to contact you for your views on our services

We store your data on our secure online information management system, Dynamics.

Short term housing referrals are received, stored and updated through the Fife Online Referral Tracking System (FORT), which is managed by Fife Council.

Any paper records are stored in locked filing cabinets.

We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.

We will generally keep your information for the following minimum periods after which this will be destroyed if it is no longer required for the reasons it was obtained.

Document Type	Retention Period
Referral or self-referral forms	Five years from the last day you are supported by our service
Initial assessment	Five years from the last day you are supported by our service
Support plan	Five years from the last day you are supported by our service
Support agreements	Five years from the last day you are supported by our service
Letters we receive or send in relation to your care and support	Five years from the last day you are supported by our service
Housing Benefit verification	Five years from the last day you are supported by our service
Adult Protection reports	Five years from the last day you are supported by our service
Incident reports	Five years from the last day you are supported by our service
Photo permission agreements	Five years from the last day you are supported by our service

 Our full retention schedule is available here. 

We will process your personal data with your consent and special categories of personal data with your explicit consent. The details of your next of kin and GP details will be processed in your vital interests.

The information you provide to us will be treated by us as confidential.

We may disclose your information to third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

• Regulatory Bodies
  • SSSC
  • Care Inspectorate

• Statutory Agencies for Adult Support & Protection
  • Social Work
  • Police

• External agencies for collaborative working purposes, with your permission

We may receive the following information from third parties:

• Benefits information, including awards of Housing Benefit/Universal Credit
• Payments made by you to us
• Complaints or other communications regarding behaviour or other alleged breaches of the terms of your contract with us, including information obtained from Police Scotland
• Reports as to the conduct or condition of your tenancy, including references from previous tenancies, and complaints of anti-social behaviour

If your details change, please contact Fife Support Services on 01592 263575 to inform us to ensure that all of the information we hold about you is up to date.

You have the right to ask us for copies of your personal information. 

You have the right to ask us to erase your personal information in certain circumstances. 

You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

You have the the right to object to the processing of your personal information in certain circumstances . However, if Link can demonstrate that there is a compelling reason to process such personal data then we may refuse to stop processing your personal data.  

You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.