Data Protection

Martin LawrenceSenior Information Governance OfficerDevon County Council

Devon County Council Information Governance

• Access to Information• Data Protection• Information Sharing • Information Security

Data Protection

Why are we here?

As a Foster Carer you will likely see:

• Assessment reports• Meeting notes• Medical reports• Birth family details• Your own updates and reports

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Why are we here?

It will be your responsibility to ensure that the information you receive in your role as a Foster Carer is:

• Shared appropriately

• Stored securely

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Aim & Objective

• To introduce you to, and raise your awareness of, data protection and to promote good practice around information sharing and information security.

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What we will cover:

1. The Data Protection Act and what it means

2. The importance of sharing information

3. Information sharing & information security good

practice

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Any questions so far?

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1. The Data Protection Act 1998

The Data Protection Act is a tool to help make sure that information is shared appropriately, safely and securely.

Organisations, their staff and contractors, working with people’s information are subject to the Data Protection Act.

This includes you!

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Data Protection – The rules1. Be fair and open.

2. Use information for the reasons it was collected.

3. Collect no more than you need.

4. Keep information accurate and up to date.

5. Don’t keep information for longer than necessary.

6. Be aware of people’s rights.

7. Keep information safe and secure.

8. Don’t transfer any information overseas.

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2. The Importance of Sharing Information

Good information sharing is vital when it comes to helping vulnerable people and providing the services that they need.

It is equally important to consider how information is shared as well as who it is shared with.

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Golden rules for information sharing:

1. Remember the Data Protection Act is not a barrier to sharing.

2. Be open and honest.3. Seek advice.4. Share with consent where appropriate.5. Consider safety and well-being.6. Necessary, proportionate, relevant, accurate, timely

and secure.7. Keep a record.

If followed, these rules will ensure that any sharing you do will be appropriate and lawful.

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3. Information sharing & information security good practice

We have talked about the importance and the need for good information sharing, but we also need to consider how to share information securely.

It is also important that the information you work with in your role as a Foster Carer is stored securely.

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Good practice - Telephone• Check the caller is who they say they are.• Only give appropriate, necessary and relevant

information.• Decide whether you are the right person to share the

information.• Do not leave detailed information on voicemails or answer

machines.• Consider your surroundings - can you be overheard?• Report accidental or inappropriate telephone disclosures to

your supporting Social Worker.

If in doubt, seek advice!

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Good practice - Post• Address the envelope clearly, use names and postcodes.• Mark envelopes “Private and Confidential", “Addressee

Only” and use a clear “Return to Sender” address.• Make sure your contact details as the sender are included

inside the envelope.• Double check the correct information is sent to the

correct person – ask an appropriate person to check.• Report accidental or inappropriate postal disclosures to

your supporting Social Worker.

If in doubt, seek advice!

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Good practice - Email• Make sure the title of the email has no personal detail.• Keep the content of emails anonymised, use initials or

first names only.• If using password protection, agree a password

separately beforehand, do not send it by the same email! • Double check the correct information is sent to the

correct person – ask an appropriate person to check.• If using an email address for the first time, send a simple

‘test’ message first to check it is correct. • Report accidental or inappropriate emaildisclosures to your

supporting Social Worker.If in doubt, seek advice!

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Good practice – Information at home

• Manage access to information held electronically.

• Look after confidential paper work – lock it away.

• Keep passwords safe.

• Dispose of information securely – return it to your

supporting Social Worker.

• Report accidental or inappropriate disclosures at home to

your supporting Social Worker.

If in doubt, seek advice!

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Good practice – Information in public• Only carry information in public if necessary. Consider

alternative means of sending the information. • Do not carry more information than you need. • Check what you have before you set off and then double

check regularly.• Never leave information unattended, even for a short time.

Keep it with you. • Do not carry loose papers. Use a locked briefcase or a

folder or bag that can be securely closed or zipped up.

If in doubt, seek advice!

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Good practice – Information in public

• Do not put your files or bag on the top of your car, while you open the door. Place it next to your feet, to avoid driving off with it on the roof.

• Report any accidental loss of theft to the Police using 101 and advise your supporting Social Worker.

If in doubt, seek advice!

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Security IncidentsDevon County Council takes it’s security responsibilities seriously and makes every effort to protect the personal data it holds but, recognises that mistakes can happen.

So if,• you send personal information to the wrong person.• lose information or have equipment stolen.• find or receive information or equipment you shouldn’t.

Please notify your supporting Social Worker

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Security Incidents

The main focus of the Information Governance Team investigation into a Security Incident is:

• Can information be recovered and has anyone been put at risk?

• What went wrong?• What do we need to learn in order to stop it happening

again?

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Further information

:

www.fosteringindevon.org.uk

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Thank you for your time,

Any questions?

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Martin Lawrence

(Senior Information Governance Officer)email: keepdevonsdatasafe@devon.gov.uk

Tel: 01392 383000 – ask for Martin Lawrence

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