Seeing your records: a guide to accessing the information Doncaster Council keeps about you
Why do we want information about you?
The main reasons we need information about you are:
- To give the right help, advice, support and care
- To help staff to review your care
- To make sure your care is of the highest standard
We also need information to manage and plan services, including:
- Making sure that our services can meet user needs in the future
- Improving our service
- Providing information on our performance to the government
- Investigating complaints
What information is kept?
The types of information can include:
- Basic details such as your name, address, and date of birth
- Letters from you
- Notes and records of any decisions made about the help and support you need
- Relevant information from other people you know, such as your Doctor
Where is the information kept?
We keep information and other details about your care on secure written and computer files.
What do we do with the information?
We use the information to plan your care, and sometimes we may need to share some information about you. For example, you may be receiving care from other people, as well as Doncaster Council, and so that we can work together for your benefit, we may need to discuss your needs with your Doctor or Health Visitor.
We would normally only pass on information about you if:
- You agree
- People have a genuine need for it, and
- It is in your interest
However, sometimes the law requires us to pass on information; for example, when a crime has been committed.
Can I see my files?
Yes. In most cases you have a right to see the information Doncaster Council holds about you.
I am under 18 years old. Can I see my files?
Yes. If you are under 18 years old, you can apply to see your files, but the law says that we must be satisfied that you understand what is involved. If a child or young person is not able to understand what is involved in making the request, a parent or guardian can make the request for them.
Can anyone else see my files?
No. This includes other members of your family. Adults unable to make decisions for themselves, due to an illness or disability, may have given a Power of Attorney or a legal right to someone else to make decisions for them. If this is the case, the person who holds your Power of Attorney can apply to see your files.
Can I see information about my children?
Yes. But if your child is able to understand what is involved, we would ask them if they agree to you seeing their files. Before we show you any information about your child, we would also need to be sure that it is in their best interests and that showing you their files will not cause them, or anyone else, harm.
Is there any information on my files which I cannot see?
Yes. Sometimes your files contain information about other people, or information received from other people which you are not allowed to see without their agreement. Access can also be refused if we believe that the information is likely to result in serious harm to you or another person. We cannot show you any information given to us by another agency or organisation without their agreement.
I would like to see my files. What should I do?
Talk to your social worker or the officer in charge if you are in a Residential Home or if you go to a Day Centre. They will make arrangements for you to see your files and be able to explain anything you do not understand. If you have had a service in the past, but no longer use Doncaster Council, you can write to the department at the address below, requesting access.
What can I do if I think that the information is wrong?
If you think that the information we have recorded is wrong, you can ask us to correct it. If we agree that the information is wrong, we will change it. If we do not agree that the information is wrong, we will make a note in your files saying that you disagree with the information recorded about you.
What should I do if access to some of the information is refused?
You should send a letter to Doncaster Council, who will consider the reasons why access to your files has been refused and will review the decision. Write to:
Doncaster Council, PO Box 251, College Road, Doncaster, DN1 3DA
To enquire about services, contact:
Adult Contact Team. Telephone: (01302) 737391, Textphone: (01302) 737796, Fax: (01302) 736939
Children & Families Social Work Duty Team Telephone: 01302 737391, Textphone: 01302 737796
Email enquiries: Social.Care@Doncaster.gov.uk
If you are unhappy with any of the services you receive from Doncaster Council, you should ask for a copy of 'Happy or Not' booklet, which explains how to make a comment or complaint.
