2. Sharing your information

Several local public service organisations are involved in the new approach to early help including:

  • Oldham Council
  • Oldham Clinical Commissioning Group (GPs)
  • Greater Manchester Police
  • Greater Manchester Probation
  • Positive Steps
  • Local housing providers
  • Department for Work and Pensions

What your information is used for

Information is used to help local people get the right service at the right time, to evaluate current services and to inform design of future services. To evaluate the new approach and deliver improved services to you, your information will be used to get a fuller picture of what you or your family’s needs are. It will also be used to help us understand which public sector services you use, and how often you use them.

Your information will be collated and stored by Oldham Council on a secure server at Oldham Civic Centre. This information will then be cross matched on a remote secure hosted server. To understand whether the programme is working, local researchers and national researchers from the DCLG and their research partners need to match the personal data of individuals and families with information from public agencies, both locally and nationally.

National research

At national level, the Department of Communities and Local Government (DCLG) has commissioned the Office of National Statistics (ONS) to undertake national research to evaluate the effectiveness of the troubled families programme.

Local authorities and national government departments are being asked to contribute to this research study.

This means that basic personal information supplied by the Council about individual family members (such as name, address, date of birth and sex) together with family level information about those issues listed earlier, is to be linked with personal information held by national government departments.

This research aims to compare the outcomes between those families engaged on the programme and those who are not. This will determine whether this new way of working changes lives for the better by for example, reducing offending, truancy and getting people ready for work. This will also help inform improvements to the service over time.

Personal information linked for research purposes at national level will:

  • be de-identified after it has been linked so as to limit any chance of families and individuals being re-identified;
  • be kept securely to prevent any unauthorised use;
  • not be used for making decisions about families or individuals;
  • not be shared back with the local authority;
  • be destroyed once the research project is concluded.

The national departments involved in this research are:

  • Ministry of Justice (Police National Computer and prisons database)
  • Department for Education (National Pupil Database and individualised learner record)
  • Department for Work and Pensions (Work & Pensions Longitudinal Study)
  • Health & Social Care Information Centre (Hospital Episodes Statistics, Mental Health minimum dataset, improving access to psychological therapies and maternity and children’s dataset)
  • Public Health England (national drug treatment monitoring system)
  • National Crime Agency (crime mapping database)

The Council will only receive information about the local authority results of this national research in anonymised form and any reports published by the Department of Communities and Local Government (DCLG) will ensure that families and individuals are not identifiable. A findings report will review the success of the programme, assessing those families who have been identified as troubled families but not had any intervention against those who we have had intervention as part of the troubled families program. Any reports created locally or by DCLG will be anonymised. It will be secure and will only be used as explained on this form and in compliance with the Data Protection Act 1998.

Statistics from this information will used to understand how public services are used. You will not be personally identifiable in any reports generated using this information. This information will then be used to design public sector services more effectively.

Access to information

Access to the information will only be given to staff of the partner organisations locally and nationally that have a reason to see it and in accordance with the data protection Act. All evaluation reports will be fully anonymized.

You can also request to see the information that we hold.

How long will the data be kept?

Information will be kept for ten years from when you stop working with the service or withdraw your consent. The Council shares your personal information only for the reasons set out above, unless the law requires or permits us to share it for another reason, or for example, this is necessary to protect you or others from harm.

Your personal information will be handled securely, strictly on a need to know basis only by those specifically authorised to do so and will not be kept longer than is necessary.

Who can share the data?

As stated, information will be shared between the organisations involved, both locally and nationally. For example, in relation to health data, Oldham Council will provide your details to Health and Social Care Information Centre (HSCIC) for the purposes of matching and linking your information and then to pass this information (health data, including mental health) back to Oldham Council for evaluation by themselves or an external agency. This will only be used for the above reasons.

Could the information be shared without your permission?

There are certain occasions where information can be shared without consent. For example where there is a legal justification to do so, a serious crime has or may be committed or where there might be a child or adult at risk.

Your rights

Your information is protected by the Data Protection Act 1998. This means that the information will only be used for the reasons we have stated. It will be kept safe and secure. You can request a copy of the information kept about you but you may have to pay a fee to do so. You may also ask the Council to consider any objections you may have to the processing of your personal information, including processing for research purposes.

Consent

Consent is when you agree or give permission. By signing this form you are giving your permission to share your personal information. In particular, signing this form means that you are giving explicit consent to share data, including that which could be sensitive personal data.

What type of information could be shared?

  • Basic Information: This means name, address, gender, date of birth, school attended, GP, parent or primary carer, staff members involved in working with you and your family.
  • Additional Information: This means any needs you have and how they may be met, any services that have been provided to you and your family and it may also include other relevant ‘sensitive’ information for example ethnic origin, physical health, mental health, offences alleged or committed.
  • Historic Information: The above basic and additional information from the two years prior to the start of the pilot may also be shared.

Services that could share your information

Oldham Council including

  • Adult services
  • Children services including social care
  • Education services including schools
  • Scrutiny task and finish group

National Health Service including

  • Health visitors/ GPs / Consultant
  • Hospital visits
  • School nurse
  • Emergency Admissions

Greater Manchester Probation Trust

First Choice Homes Oldham and other housing associations

Greater Manchester Police

Positive Steps including

  • Careers Service
  • Youth Offending Team

Department for Work and Pension

  • Employment status

Other planned and unplanned intervention service providers

National government agencies and their research partners for the purposes of undertaking research

Changes to this Privacy Notice

The council may amend this Privacy Notice from time to time. If we make any substantial changes in the way we use your personal information we will make that information available by amending this notice.

Contact 

If you want to get in touch with us to talk about anything we’re doing, or to opt out of us sharing your data, please contact the Early Help Team:

Early Help Team 

Oldham Civic Centre,
West Street,
Oldham,
OL1 1UG