Internally Provided Services (IPS) privacy notice

Coventry City Council complies with the Data Protection Act and the UK GDPR and is registered with the Information Commissioner's Office (ICO) as a Data Controller.

This Privacy Notice explains how personal information is going to be used, what for, who it will be shared with and why.

Why we collect and use personal data about you

We collect and hold personal information relating to our customers regarding their needs, support requirements and personal preferences as necessary to protect the person’s life and deliver the statutory assessed support needs.

We use this information to:

  • Provide you with necessary and appropriate services
  • Protect vulnerable adults
  • Help us to develop and improve our services

We process personal data because it is necessary to comply with our legal obligations under the Care Act 2014 and due to vital interest.

What Personal information do we collect about you?

  • Contact details
  • Name
  • Date of birth
  • Gender
  • Photograph of you
  • Next of kin details
  • Care and support needs
  • Health information about any health conditions and associated recommendations on how to manage these, medication records, reports from medical professionals, fluid intake charts, bowel movement charts
  • Details of your likes and dislikes, your food preferences, activities you enjoy, things and people that are important to you
  • Bank account details
  • Benefits you are entitled to
  • Name of your appointee
  • National insurance number
  • Information relating to your COVID and flu vaccination status

Who we share your personal data with

We will share data with:

  • Health professionals (your GP, Consultants, District Nurses, Therapists and Hospitals)
  • Care Quality Commission - for inspection of the service we deliver
  • Other internal Coventry City Council departments
  • Police
  • Fire service
  • Benefit agencies

How long will we keep your information?

We will only keep your information for as long as we need to so we can give you the service you need, unless we must keep it for legal reasons. For most of your data that will be six years, for mental health support that will be for 20 years after service/treatment.

Your rights

You have the right to:

  1. Ask to see the personal information we hold about you
  2. Ask us to change information we hold about you if it is wrong
  3. Ask us to limit the way we use your personal Information
  4. Data portability (have your data transferred to another Authority) 
  5. Complain to the Information Commissioner’s Office

To exercise any of these rights please e-mail: [email protected]


You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances you can contact the Data Protection Team (DPO) and request a review of the decision.

If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner's Office at:

The Information Commissioner's Office,
Wycliffe House,
Water Lane,
SK9 5AF.

Date of last review: September 2019

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