Digital key lock box provision
Purpose for processing your information
Should you require a key lock box to securely hold a set of keys to enable carers to access your home, we will use your personal data to arrange the installation of a digital key lock box and to manage access to the box through an associated application.
We collect the following information
- your name
- your contact details
- details of the person or organisation who referred you for the service
- your address
- any relevant notes about your property
- contact details of any relatives or friends that you would like us to record
This information will then be supplemented with information about visits made to you, including:
- who is visiting you
- times that the key is retrieved from and replaced in your box
- notes of any issues
- one off personal identification numbers issued to emergency responders
How we collect your information
The information we initially add to the application will be taken from your social care record in our case management system. It will have been collected in various formats, for example for example by letter, email face to face meetings or visits to your home, telephone, or on-line forms.
The information relating to visits made to you will be collected via the key safe and its application.
Who the information is shared with
Your information will be shared with Keynetics, the service provider, to facilitate the installation of a key lock box where a set of your keys is deposited, or its removal when no longer required.
The carers engaged to provide you with care will be given a code that will enable them to open the box to retrieve and replace your keys when they need access to your home. Their activity will be monitored in the application to provide additional assurance of your safety.
How long do we keep your information?
Your information is retained in the application for as long as your key safe is operational and is anonymised once the key lock box has been removed. Your anonymised information will then be deleted after 24 months.
Your wider social care record is retained in the case management system in line with the following retention criteria:
- Mental Health Records: 20 years from case closure date
- Mental Health Records (Person Deceased): 8 years from date of death
- All Other ASC Records: 8 years from case closure date
Your rights and access to your information
You have the right to request a copy of the information that we hold about you.
The new Data Protection Act 2018 also gives you additional rights that refer to how the council holds and uses your information.
Consequently, under certain circumstances, by law you have the right to:
- withdraw consent and the right to object and restrict further processing of your data; however, this may affect service delivery to you.
- request to have your data deleted where there is no compelling reason for its continued processing and provided that there are no legitimate grounds for retaining it.
- request your data to be rectified if it is inaccurate or incomplete
- have your data transferred or copied should you move to another authority
- not be subject to automated decision-making including profiling
For more information about how to submit a Subject Access Request please contact:
Post: Information Management Team, Information Technology Department, Westminster City Council, 64 Victoria Street, London SW1E 6QP
Email: [email protected]
If you have any concerns
You have a right to complain to us if you think we have not complied with our obligation for handling your personal information. Please contact us at:
Post: Adult Social Care Customer Engagement Team, Westminster City Council, 64 Victoria Street, London SW1E 6QP
Phone: 0800 587 0072
Email: [email protected]
The Information Commissioner is the UK’s independent body set up to uphold information rights. If you have any concerns regarding our privacy practices or about exercising your Data Protection rights, you may contact them:
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Phone: 0303 123 1113 or 0162 554 5745
Changes in your circumstances
You must notify us immediately if there are any changes in your circumstances and personal details so we can maintain an accurate and up to date record of your information.