Positive Steps Rotherham ltd privacy notice

Last reviewed: September 2026

This privacy notice tells you what to expect us to do with your personal information.

Contents

• Contact Details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• Duty of Confidentiality
• How to complain

Contact Details

Positive Steps Rotherham Ltd

205 Outgang Lane, Dinnington,

SHEFFIELD,

South Yorkshire

S25 3QY

What information we collect, use, and why

We collect or use the following information to provide patient care, services, pharmaceutical products and other goods:

• Name, address and contact details
• Gender
• Date of birth
• Next of Kin details including any support networks
• Emergency contact details
• Health information (including medical conditions, allergies, medical requirements and medical history)
• Information about care needs (including disabilities, home conditions, medication and dietary requirements and general care provisions)
• Records of meetings and decisions
• Information about income and financial needs for funding or personal budget support

We collect or use the following information for safeguarding or public protection reasons:

• Name, address and contact details
• Emergency contact details
• Health information (including medical conditions, allergies, medical requirements and medical history)
• Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)

We also collect the following information for safeguarding or public protection reasons:

• Health information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification -You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
• Your right to withdraw consent - When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide patient care, services, pharmaceutical products and other goods are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Legitimate interest:
• Legal obligation
  • To ensure that the service users needs are met and are tailored to the individual.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Our lawful bases for collecting or using personal information for safeguarding or public protection reasons are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Where we get personal information from

• Directly from you
• Regulatory authorities
• Family members or carers
• Other health and care providers
• Social services
• Councils and other public sector organisation
• Relevant regulatory authorities

How long we keep information

We will keep any data collected for a period of 7 years following the last support session. It will be destroyed in a manner that maintains confidentiality.

Who we share information with

Others we share personal information with:

• Other health providers (eg GPs and consultants)
• Care providers
• Organisations we need to share information with for safeguarding reasons
• Emergency services
• Suppliers and service providers
• Professional consultants

Confidentiality at Positive Steps Rotherham

We respect and protect the personal information of everyone we support. Staff only access information that they need to carry out their role and provide safe, appropriate support.

Wherever possible, we will ask for permission before sharing personal information with families, carers or professionals. Information may be shared without consent when there is a legal duty to do so, somebody may be at risk of harm or emergency action is required.

We share only what is relevant and necessary. Our records are stored securely and staff receive guidance about confidentiality, record keeping and appropriate information sharing.

Questions or concerns about confidentiality can be sent to info@positivestepsrotherham.com.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO's address:

Information Commissioner's Office
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire
SK9 5AF

Helpline Number:  0303 123 1113

Website:  www.ico.org.uk/make-a-complaint