Your privacy is important to us. This privacy statement explains what personal data Royal Berkshire Fire and Rescue Service collects about you and how we store and use that data.
A Safe and Well Visit is a person centred home visit from the Fire and Rescue Service, which is carried out by our Firefighters or Safe and Well Technicians.
The visit expands the scope of its predecessor, ‘the Home Fire Safety Check’ as it involves the identification of, and response to health and wellbeing issues in addition to fire risk reduction.
What information we collect about you
Prior to your Safe and Well Visit, we may have received some of your personal information as a result of a request from you or another individual (such as a family member, friend or neighbour), or we may have received a referral from an external agency or organization (such as local authorities, health partners, housing associations, and care agencies).
The personal information we collect when providing the service of a Safe and Well Visit, is likely to include –
Name and address
Contact details (telephone/ mobile number, email address)
Date of birth
Health and lifestyle information that may indicate an increased fire risk in the home (such as smoking, disabilities/illnesses, or mobility restrictions)
We recognise that information particularly about your health and lifestyle, is more sensitive, so we only collect the minimum amount that enables us to adequately assess all risk factors that might make you more vulnerable to fire and other incidents in your home.
In addition, we may collect information about your home environment, relating to the number and age range of others who live in the property with you, and information about the property, for example if it is privately rented and how many existing smoke detectors are fitted.
If a referral has been received, we will also retain the referrers details, which may include name, telephone number, email address, relationship to referred individual, name of agency or organisation. On receipt of a Threat of Arson Referral from Thames Valley Police (TVP), we will offer a Threat of Arson Safe and Well Visit to the victim.
To enable us to deliver targeted Safe and Well Visits, we collate personal information from data sets shared with us by NHS England for the purpose of identifying older people in the community that might be more at risk of fire, and Dolby Vivisol (Oxygen Users Data); we also use demographic data from Experian.
Why we need it
Under the Fire and Rescue Services Act 2004, Royal Berkshire Fire and Rescue Service have a legal duty to promote fire safety in its area, to prevent fires and instances of fire related death and injury.
The Safe and Well Visit promotes fire safety in the home of individuals, the purpose of the visit is to reduce the risk of a fire starting in the home by providing advice, education and technologies to improve chances of escape or survival in the event of a fire.
We ask everyone participating in a Safe and Well Visit the same questions although we will ask for more detail when we become aware of a risk.
You are not obliged to give us this information but, without it we may not be able to offer relevant advice or services.
We also work closely with other agencies, who may be able to offer you further assistance and support. With your consent, we may share collected information with them; we will only do this for named agencies and with your permission.
We will use your personal information –
to arrange and carryout a Safe and Well Visit, providing appropriate services to protect your safety and the safety of others
to record and evaluate the level of service we have provided
to make any agreed referrals to named external agencies
to evidence and analyse our prevention activity, fire risk, and identify any trends
to provide statistics (anonymised data) to the Government - for further information visit the GOV.UK website
information that would indicate a risk to life or property may be used by operational staff during an incident, helping to protect life and property.
There are occasions where your personal information can be shared without us asking you; if we have a legal duty or power to share information when in the interests of your safety, public safety, in the case of safeguarding, or the reporting of crime.
Our legal basis for processing
The collected information is used by us to provide the requested service and to meet our legal obligations under the Fire and Rescue Services Act 2004. These obligations include promoting fire safety, reducing yours and others risk from fire, providing advice on actions to take in the event of a fire, safeguarding our community by improving yours and others’ safety, and providing support to improve your health and wellbeing.
Under the General Data Protection Regulation (GDPR), we are able to process your personal data under article 6(1)(c) necessary for compliance with a legal obligation, and 6(1)(e) necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
If you provide us with special category data, for example health information the legal basis to process this is under article 9(2)(g) Necessary for reasons of substantial public interest on the basis of Union or Member State law which is proportionate to the aim pursued and which contains appropriate safeguarding measures.
We will only refer you to an external agency if you provide us with your consent (under article 6(1)(a)).
What we do with it
We need to collect your information in order to provide the service of a requested Safe and Well Visit.
All personal information is stored in our internal system where access is only granted to those who need it to undertake their role.
Any paper copy documents will be disposed of securely, once the information has been entered into our system.
We will make any external agency referrals via a secure emailing system, only sharing information you have consented to.
Sharing your information
There are a number of reasons why we may share your information outside of our Service. This can be due to:
We work alongside external agencies, such as Age UK, Age UK Berkshire, and Falls Prevention Teams based in each local authority, and will only share your information with them if you have consented for us to do so.
We may disclose information to other agencies without consent where it is necessary, either to comply with a legal obligation, or where permitted under the General Data Protection Regulation, e.g. where the disclosure is necessary for the purposes of the prevention and/or detection of crime.
We work closely with other agencies, such as councils, health services, adult and children's services and may, for the purpose of preventing risk of harm to yourself or another individual, share your personal information.
As a public authority, we are also subject to information rights legislation (Freedom of Information Act 2000, Environmental Information Regulations 2004 and Data Protection legislation. We do receive requests for information, however, unless there is a legal obligation to provide your personal data, information will be released in a redacted form. This means your personal data will be removed before publication so that you cannot be identified.
Your personal information will not be transferred outside of the European Union (EU).
For further information about organisations who share personal data with us please refer to the following:
NHS Data - Fair Processing Statement
Dolby Vivisol (Oxygen users data) Privacy Notice
How long we keep it and how it is stored
We will only retain information for as long as necessary. Records are maintained in line with our retention schedule, which determines the length of time records should be kept.
Consequently, personal information relating to: Safe and Well Visits will be retained for 10 Years.
If safeguarding issues were identified during a Safe and Well Visit the retention of this information may be different. Please refer to the Safeguarding Privacy Notice for further information.
We take our duty to protect your personal information and confidentiality seriously. We are committed to taking all reasonable measures to ensure the confidentiality and security of personal data for which we are responsible, whether computerised or on paper. This means that your information will be kept in a secure environment and access to it will be restricted according to the ‘need to know’ principle. Personal details will then be destroyed/deleted.
We do compile and publish statistics showing certain information, but not in a form which identifies anyone.
Under the General Data Protection Regulation you are entitled to exercise your right to object to us processing your data and obtain information that is held about you.
If at any point you believe the information we process on you is incorrect, you can request to have it corrected or deleted. Where possible we will seek to comply with your request but we may be required to hold or process information to comply with a legal requirement.
If you wish to discuss the information we hold about you, make a complaint about how we have handled your personal data or object to us processing it, you can contact our Data Protection Officer (DPO) who will investigate the matter.
Who to contact
Our Data Protection Officer is Becca Chapman and you can contact her at:
Royal Berkshire Fire and Rescue Service Headquarters
Telephone: 0118 945 2888
If you are not satisfied with our response or the way we handle your information, you can complain to the Information Commissioner’s Office (ICO):
Write to: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone (helpline): 0303 123 1113