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Your personal records

Details of the information that we record and what we do with it.

Access to records - adults

We record information that helps us and you, including:

  • Your name, address and phone number.
  • Your date and place of birth.
  • The names of members of your family and their relationship to you.
  • Important events and changes in your life.
  • Medical details that help in providing care for you.
  • Notes of services requested for you and why.
  • Plans agreed for providing care for you.
  • Notes of what you and your social worker discussed at your meetings.
  • Notes of meetings when your needs are discussed with:
    • other social workers;
    • nurses and doctors;
    • or other relevant people who provide care services for you.
  • Notes of face-to-face or phone conversations your social care worker has had about you.

Requesting information

The UK General Data Protection Regulation (GDPR) gives you the right to access data that we hold about you. You can do this by making a subject access request.

For more information, see: Data Protection - requesting information

Sharing information about you

Giving your agreement

You will be asked to agree to the sharing of your personal information. You do not have to agree if you do not want to. We will not disclose any information about you without your consent, unless:

  • We have a statutory duty to do so in preventing harm to you or someone else;
  • or to assist with the prevention or detection of crime.

Mental health records

Within Mental Health Services, records are held jointly between:

  • Calderdale Adults, Health and Social Care;
  • and South West Yorkshire Partnership Foundation Trust.

If you have questions about your records

Ask at the office where your records are held. We are always pleased to discuss with you your needs and circumstances and the services we provide to help you.

Further information

Data protection

For more on how we share information about you, contact the Council’s Data Protection Officer at:

If you have a complaint

You can make a complaint if you believe the council has not kept your data secure, misused it, or failed to uphold your data protection rights. 

If you have concerns about how the Council has handled your personal information, please contact the Council’s Data Protection Officer.

The UK GDPR also gives you the right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner’s Office (ICO).

Equal opportunities

We recognise the diverse needs of our residents and local communities and aim to:

  • Make sure that our services are accessible to all;
  • and delivered in a way that is appropriate, fair and sensitive.

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