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Information we hold about you

The information below outlines how we will treat the information that you give us about yourself, your family and others, and your circumstances.

The basic principles of confidentiality and information sharing are:

  • The information you provide is confidential unless:
    • You consent to information being shared
    • You are likely to be seriously injured.
    • There are any children protection issues.
    • Abuse of vulnerable adults
    • Information pertaining to acts of terrorism
  • We will always try and tell you when information is being shared unless it is not safe for you or your children or if we can’t contact you.
  • If we have to share information in this situation, we will only share relevant information that will improve you and/or your children’s safety.
  • You have the right to access your file, please contact the service who will advise you of the process.
  • We reserve the right to pass on information to other parties (i.e. Police, Social Services) without your knowledge if failure to do so could compromise workers from a legal point of view, or pose a threat to the well-being of yourself, children, other customers, or workers, but we will try to inform you of any actions taken.

How we treat information you give us?
We will use information you give us to help keep your children safe. We will also use this information to improve the service we offer you and others.

  • Generally, the information you share with us about yourself, your family and others and your situation will be treated as confidential by us. This means that only authorised people in the service will have access to this information unless you say otherwise.
  • There may be times when it is useful for someone from the service to share information about you with other agencies. Unless your situation is ‘high risk’ we must ask for your permission to share this information and you will be able to say yes or no.

Improving the service we offer you

  • So that we can try to improve the service we offer, we ask to share your information anonymously with our commissioners and researchers outside of our service. This helps us to monitor our performance, understand more about domestic abuse and the best ways to improve the lives of people who experience it. If you do not want your information to be shared it will in no way affect the service that you receive. This will be logged on our secure system.
  • When we share information in this way the identities of you and your children will never be revealed.

The Sheffield Minimum Dataset for Domestic Abuse

  • The Sheffield Minimum Dataset for Domestic Abuse is an agreed local dataset routinely asked of all customers who access any Local Authority commissioned domestic abuse support service.
  • The minimum dataset for domestic abuse is anonymised and each customer is allocated a reference number, so the MDS-DA dataset does not include your full name, address or date of birth.
  • The minimum dataset for domestic abuse involves collecting information about the support you receive from any domestic abuse support service, with information taken at the start and end of your support.
  • Your information is held on Paloma Modus, the case management system. DACT information personnel only have access to the report function and no direct contact with your record. The DACT enter into the report function on Paloma Modus and download the monthly Minimum dataset report for all customers who have received support in the month. This spread-sheet is saved and is password protected, onto the secure Local Authority network into a folder that is known as the ‘Safehaven’ only accessible by the DACT information personnel and Domestic Abuse Strategy Manager. This storage method is recommended best practice in Local Authorities and is a secure method of storing information.
  • Your minimum dataset for domestic abuse data is held by DACT for a maximum period of one year.
  • The minimum dataset for domestic abuse is held by DACT and is not shared centrally within or outside of the Local Authority.
  • The minimum dataset for domestic abuse helps to plan and develop services; it is taken for needs assessments (Local and National) which are reports that identify how best services meet your needs and the needs of others and how services can be developed to meet the needs of all domestic abuse victims. It is also taken for performance management of commissioned services (e.g. to calculate how long on average people had to wait for their support), Data quality audits, Serious Incidents, DACT commissioning plans and service delivery plans and for any other purpose whereby the DACT can reasonably evidence the necessity of using Service Provider Data within boundaries of confidentiality and data protection.
  • If you do not want information about you to be passed onto DACT, you have a right to say ‘no’ to consent. Your response will be written into your customer file on Paloma Modus and the only information that goes onto the minimum dataset for domestic abuse will be activity in support services, e.g. a reference number (not linked to your record), and an ‘N’ (No) next to the consent question.
  • You have a right to change your decision on sharing or not sharing information as part of the minimum dataset for domestic abuse. If you change your mind please contact your keyworker to discuss.
  • If you wish to know more about the minimum dataset for domestic abuse including a full list of the data shared, how information is handled by DACT or the sharing of information then please ask your key worker.