Scottish Accord on the Sharing of Personal Information (replaces Fife Gold Standard)
Fife partner agencies - Fife Council, NHS Fife and Police Scotland:Fife Division - have agreed, and signed up to, a new two-tier data sharing framework, the Scottish Accord on the Sharing of Personal Information or SASPI.
Piloted in Fife, with support from the Scottish Government, the SASPI is intended as a potential national framework which agencies across Scotland can agree and sign–up to. There is desire, both locally and nationally, to improve data sharing, particularly across regional boundaries. The SASPI offers a mechanism for Scottish agencies to transition from multiple and diverse regional agreements to a single consistent, clear and accessible national framework.
Scottish Accord
The Accord identifies the commitments required by each organisation to enable sharing of personal information. Sign up and ownership are at the highest level in each organisation. It is a statement of the principles and assurances which govern the activity of information sharing. It ensures that the rights of all those who are involved in this process are properly protected.
Information Sharing Protocols
These protocols provide specific guidance on data sharing for practitioners. Each ISP covers a specific area of work and has identified partners.
Privacy notices for people who receive our services
Customers and other people who provide personal information to the council usually know how this information will be used. Sometimes it's used for additional purposes, such as providing information about other services available to you or to prevent fraud.
In these circumstances we would provide you with a privacy notice which explains how your personal information will be used, processed and shared.
Data Glossary
A glossary of terms relevant to all aspects of data sharing is attached to this page. It includes definitions of consent; data types in common usage and can be a useful communication aid for multi-agency working.
Data sharing between agencies gives practitioners access to relevant and accurate information and enables them to provide service users with the best possible care and support.
Information Sharing Protocols (ISP’s) provide guidance for practitioners on best practice when sharing information between agencies; they detail when data can be shared, the process that should be followed and sources of further advice and support.
ISP’s can have a national or a local (Fife based) context. They are created and developed as required, and when no longer needed they are archived or deleted as appropriate.
Within Fife, data sharing is governed by the Scottish Accord on the Sharing of Personal Information (SASPI) which sets out a high level agreement for information sharing between agencies; currently Fife Council, NHS Fife and Police Scotland - Fife Division. It is likely that additional agencies will sign up to the SASPI framework over the next few years.
Current ISP’s relevant to Fife are listed below.
Practitioners will be able to access ISP's with business confidential elements through their own agencies.
The table below groups the ISP’s by content / function.
| Title | Purpose | Agencies |
|---|---|---|
| Child Protection | ||
| Children's Services ISP | Detailed guidance for practitioners on information sharing in relation to child protection and in meeting the needs of children, young people and their families within the Getting it Right for Every Child Framework (GIRFEC). | NHS Fife, Fife Council, Police Scotland - Fife Division and the Scottish Children's Reporter Administration. |
| Vulnerable Adults | ||
| Fife Adult Protection Committee ISP | Detailed guidance to support the regular sharing of personal information for the support and protection of adults at risk of harm. | NHS Fife, Fife Council, Police Scotland - Fife Division. |
| Health and Well-being | ||
| Alcohol and Drug Partnership Recovery Services ISP | Supports the regular sharing of personal information for people recovering from substance misuse | NHS Addiction Services, NHS Fife Community Pharmacies, FIRST, DAPL, ADAPT, Frontline Fife, NHS Fife Psychology Services, FASS, Fife Community Drugs Team, NHS Fife Vulnerable in Pregnancy Midwifery Service, NHS Fife Blood-Borne Virus Service. |
| Local Intelligence Network - Controlled Drugs ISP | Provides practitioner guidance on the regular sharing of information for the management and safety of controlled drugs. | NHS Fife, Police Scotland – Fife Division, Fife Council, NHS Scotland Counter Fraud Services, Professional Regulatory Bodies, Care Inspectorate. |
| Fife Rights Forum Information Sharing Protocol | To facilitate the exchange of information between partners and improve the procedures for signposting and referral of clients between services. | NHS Fife, Fife Council, Fife Rights Forum, Referral and Signposting Partners. |
| NHS Fife EMIS WEB ISP | Supports the regular sharing of personal information for the Emis Web Project and will allow the sharing of Kelty Practice Emis Information with the NHS Fife staff working within the Integrated Care and Support Service. | NHS Fife - Hospital at Home Team and Kelty GP Practice |
| Crime Prevention | ||
| Community Safety ISP | Detailed guidance for information sharing in relation to anti-social behaviour. | Barnardos, Barony Housing Association, Clued-Up, The Zone, Fife Council, Police Scotland - Fife Division, Scottish Fire & Rescue Service, Fife Housing, Kinetic, Kingdom Housing, Glen Housing, Ore Valley Housing, Ochil View Housing Association, Margaret Blackwood Housing Association, Home Scotland, SACRO Mediation and Youth Justice Service, Victim Support Fife, NHS Fife, Fife Alcohol Support Service, Kirkcaldy YMCA. |
| Fife Council Criminal Justice Social Work Service | Supports the regular sharing of personal information in relation to Criminal Justice Social Work Service users and their engagement with third sector partner agencies. | Fife Council and a wide range of third sector agencies. |
| MARAC ISP | Detailed guidance on the sharing of personal information in dealing with high risk cases of domestic abuse through the Multi Agency Risk Assessment Conference (MARAC) process and other cases deemed to be high risk. | Police Scotland – Fife Division, NHS Fife, Addictions Services NHS Fife, Independent Advocacy Service, Kingdom Abuse Survivors Project, Fife Council Social Work and Criminal Justice Services, Fife Women’s Aid, Fife Council Education and Children’s Services, MARAC. |
| MAPPA ISP | Supports the regular sharing of personal information between agencies involved in Fife Multi Agency Public Protection Arrangements. | Police Scotland - Fife Division, Fife Council, NHS Fife, Scottish prison Service, SCRA, G4s, SACRO, JCP, Richmond Fellowship, Circles of Support and Accountability. |
Sometimes - to ensure that an individual gets the best possible care and support available - it is necessary for practitioners from different agencies to share personal information about the individual. When personal identifiable or confidential information is passed between agencies, for example, NHS Fife, Police Scotland, voluntary organisations and housing associations – this is data sharing. Where appropriate, we will ask for your consent prior to any personal information being shared.
By law we are obliged to provide information to certain other public bodies such as the Department for Work and Pensions, HM Revenues and Customs and various external regulatory bodies. We also have an obligation to assist in the prevention of crime and we will therefore generally supply specific information which we are asked to provide to the police or other crime detection agencies, provided we are satisfied that the request is connected to an investigation and that disclosure would be proportionate.
Do you always need consent from the data subject before sharing?
No. In many circumstances obtaining consent to information sharing is ideal; however there are some circumstances – such as the detection and prevention of crime or to prevent significant harm to the individual or others – when consent from the data subject is not required (and in some situations collecting consent could actually be detrimental).
What information should not be shared?
You should only share the information that is necessary for service delivery and should only keep it for as long as it is required. After this the data should be destroyed in line with retention schedules.
Wherever possible anonymised data should be used.
Once information is shared with another agency what will happen to it?
When information is passed to another agency it becomes the responsibility of that agency and will be treated in-line with their policies and procedures.
The Scottish Accord on the Sharing of Personal Information (SASPI) ensures that shared information is treated appropriately. For example when Fife Council receives personal information from the Police which is identified as Red/RESTRICTED it will be treated securely within the Council.
Can I share data over the phone, or should it be in writing or by email?
The key requirement is that personal or confidential information is shared safely and securely. If necessary, information can be shared over the phone provided you are confident of the recipient and the phone call will not be overheard by un-authorised individuals. Further guidance on sharing information by email is available on FISH.
Are there any risks?
The key risk is unauthorised access to personal or confidential data. Following the guidance provided in Information Sharing Protocols will reduce this risk and the potential for loss or theft of data.
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