Why we use your personal information

We use your data for the following purposes: -

  • For the provision of your health and social care and/or education services to the Service User (e.g. to help make the informed decisions that we make about your relative’s care);
  • To work effectively with you and other persons or organisations who may be involved in your relative’s care;
  • To provide regular communications regarding the Trust’s activities;
  • To create publicity materials to promote the Trust’s activities – for inclusion on/in our or other website(s), social media, press articles and/or case studies);
  • For audit purposes;
  • To identify if you have registered with the Fundraising Preference Service, Corporate Telephone Preference Service, Telephone Preference Service and/or have notified the Trust that you do not wish to be contacted and/or receive direct marketing information regarding our services and activities;
  • Unless we have identified (or been made aware) you do not wish to receive marketing information, as per above – to contact you directly in the future regarding our services, future fundraising campaigns and/or events (i.e. via postal and electronic marketing);
  • To send you newsletters regarding the Trust’s activities
  • For use in our internal publications such as Managers Bulletin and dtFocus;
  • For financial reporting;
  • For external use such as Annual Review.

How we obtain your personal information and the types of personal information we may obtain

Your personal information is collected in a number of ways (e.g. via other health and social care organisations or professionals with whom the Service User may have been receiving care, via referral details from Commissioners, via Service Users or directly given by you).

We process the following types of personal information in relation to you - e.g. (this is not an exhaustive list): -

  • Your Name;
  • Your Address;
  • Your Date of Birth;
  • Your contact details;
  • Contact we have had, such as appointments and home visits.
  • Your visits to the Trust’s premises;
  • Your relationship with the Service User.

Our legal basis for using your personal information

The processing of your personal information is based upon the lawful basis of Legitimate Interest, based upon the general principles that:

Legitimate Interests

It is important for us to have a complete picture of the Service Users background, as this information assists staff involved in their care to deliver and provide improved care and to deliver appropriate treatment and care plans, to meet their needs. There is also likely to be significant benefit from using your information to deliver education, care and improve health, care and education services across the Trust, NHS and social care. For example, your information can be used to help:

  • Improve individual care / education
  • Understand more about mental health and contributing factors
  • Improve diagnosis
  • Develop new treatments
  • Plan services
  • Improve patient safety
  • Evaluate Government, NHS and Social Care policy

It helps you because: -

  • Accurate and up-to-date information assists us in providing you with the best possible care;
  • If the Service User sees another healthcare professional, specialist or another part of the NHS and/or Social Care, they can readily access the information they need to provide you with the best possible care.


We will obtain your permission for the purpose of contacting you in relation to future fundraising campaigns, events and/or sending newsletters and inclusion of your information on our or other website(s), social media, press articles and/or case studies (i.e. we will always obtain your fully informed, freely given, consent).

Legal Obligation

For cases where you may have objected to marketing, we also have a legal obligation to hold some personal data, albeit limited, in order to ensure no more marketing is sent to you.

If you are 16 or Under

We are committed to protecting the privacy of children aged 16 or under. If you are aged 16 or under and we process your data on the legal basis of Consent (i.e. your permission), we will ensure we obtain your parent/guardian's Consent beforehand whenever you or other parties, provide us with your personal information.

Who we may share your personal information with

Information sharing is governed by specific rules and law. To provide the best care possible, sometimes we will need to share information about you with others, this may include: -

  • A range of NHS and/or Non-NHS Health and Social Care organisations and Professionals whom the Service User currently is, or is going to, receive care (e.g. GPs, Hospitals, previous community-based or residential care homes, social services or private healthcare organisations.
  • A range of Education Authorities;
  • Regulatory bodies (e.g. Care Quality Commission, Care Inspectorate Wales etc);
  • However, we will not disclose any health information to third parties without your explicit consent, unless there are exceptional circumstances, such as when the health or safety of others is at risk or where the law requires the disclosure of information. We may also be asked to share basic information about you, such as your name and parts of your address, which does not include sensitive information from your health records. Generally, we would only do this to assist them to carry out their statutory duties (such as usages of healthcare services, public health or national audits). In these circumstances, where it is not practical to obtain your explicit consent, we are informing you through this notice, which is referred to as a Privacy Notice.

Where your information is shared with other organisations, a Contract and/or Information Sharing Agreement is drawn up to ensure information is shared in a way that complies with relevant legislation.

  • The Trust’s Technology Providers, who support our day to day operations;
  • Our Marketing Partners – e.g.: -
    • Marketing Automation Partners;
    • Social Media;
    • Event Organisations - to register you for an event;
    • Mailing Houses - to provide you with information regarding our services and/or future events (i.e. via telephone, postal and electronic marketing);
    • Design Agencies - so we can create publicity materials to promote the Trust’s activities; however, this is only where we have obtained your fully informed, freely given, consent).

The transfer of your personal information to a Country or International Organisation outside of the European Union

We intend to transfer personal information outside of the European Union, to some of our Technology providers.

These transfers occur on the basis of the protection provided by the EU-US Privacy Shield.

How long we keep hold of your data

We retain the personal information processed by us, only for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation). Our Records Retention Policy sets out how long records should be retained.

Automated Decision Making & Profiling

We do not make any decisions in relation to your personal information, solely by automated means without any human involvement (e.g. we do not conduct automated decision making).

Neither do we conduct any automated processing of personal information to evaluate certain things about you (e.g. we do not conduct profiling).