In order to provide an effective support service for our service users and their advocates, Asist needs to keep a minimal amount of personal and confidential information.  It is our policy to only record and keep information which is deemed essential and we have a strict code which covers what kind of information we record and how it is recorded.  Details of this can be found in the Asist Confidentiality Policy.

  The partnerships will be closely monitored by the manager.  Any problems will be addressed as soon as possible.  Advocates are required to maintain comprehensive written records of their meetings with service users.  All written records will be kept in secure locations.  For the protection of the service user and the advocate, all written records will be kept for the duration of the match and for a further period of 7 (seven) years.

  Database
Information is recorded on our computer database, which is covered by the Data Protection Act (Registration Number: Z5901306).  The database is password protected and only accessible through a member of Asist Staff.

  Why do we keep records?
It is important that information is not lost when staff or advocates are sick, on leave, or move on to new projects.  Even in normal circumstances, however hard we try, we can never remember everything!  For these reasons notes are kept on the Asist database.  Information that is significant often only appears so in hindsight.

  Your right of access
You have a legal right to know what information is recorded about you on any computer system.  Should you wish to know the contents of your database record, we can give you a total printout of any data held on our computer within 5 working days.

  If you would like to view your personal file, you can do so by arrangement with the office.

  Please note that in some cases information relating to third parties may be removed before your file is viewed. This is in line with guidelines on ‘subject access requests’ produced by the Information Commissioners Office.

If you disagree with the information recorded on your file
If you disagree with the information recorded on your file, you should in the first instance take up the matter with the manager of Asist.  If the manager is unable to assist you in resolving the matter, you should request a photocopy of the recorded information in question and write stating the nature of your objection to:

The Chair, Asist, Winton House, Stoke Road, Stoke on Trent , ST4 2RW , Tel 01782-845584

Asist staff records
All Asist staff may have access to their own personnel records at any time.  The computer based records are password protected and the paper records are kept in locked cabinets.

In all matters relating to data storage, 

the Asist Complaints Procedure is available to you to use