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 (e.g. to help make informed decisions about your care/education, ensure that treatment is safe and effective etc.);
  • To work effectively with other persons or organisations who may be involved in your care;
  • To ensure our services can meet future needs;
  • To review care / education provided and to ensure it is of the highest standard possible;
  • To train healthcare / education professionals;
  • 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);
  • To provide quantitative and qualitative information on our performance;
  • To monitor the Trust’s finances;
  • For audit purposes;
  • For service evaluation purposes;
  • 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;
  • 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 (i.e. via postal and electronic marketing);
  • 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 events (i.e. via postal and electronic marketing).

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, via Education, NHS and other health and social care authorities/organisations and professionals, via referral details from your Commissioners, via your family members (or guardians) 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): -

  • Unique identifiers and reference numbers that we or others have allocated to you (e.g. NHS, NI and other numbers);
  • Your Name;
  • Your Address;
  • Your Date of Birth;
  • Photographs of you;
  • Contact we have had, such as appointments and home visits Your Health (historic and current)
  • Your social care needs;
  • Your Activities;
  • Your Education;
  • Details and records of treatment and care, including notes and reports about your health;
  • Information from people who care for you and know you well, such as health professionals and extended relatives or friends;
  • Your financial information, including, where relevant, details of your income and expenditure, bank details and transactions with us and other organisations.
  • Your Next of Kin and family (e.g. their relationship to you, address, contact details etc);

The information we collect about you may also include special categories of personal information such as sexuality, race, your religion or beliefs, and whether you have a disability, allergies or health conditions.

Where possible, when using your information to communicate with other persons or organisations that may be involved in your care, non-identifiable (pseudonymised) information will be used.

Our legal basis for using your personal information

The processing of your personal information is based upon the lawful basis that processing is necessary for the performance of a task carried out in the public interest and for the provision of health or social care (referred to in the GDPR Article 6(1) (e) and Article 9(2) (h).

This is based upon the following: -

It is important for us to have a complete picture, as this information assists staff involved in your care to deliver and provide improved education, appropriate treatment and care plans, to meet your needs. We also need your information to administer our service to you, including: -

  • processing payments in relation to your service;
  • keeping an accurate history of transactions;
  • sending service statements;
  • communicating with you about your service and your relationship with us;
  • notifying you of any changes.

There is also likely to be significant benefit from using your information to deliver education, care and improve 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 you see another education/healthcare professional, specialist or an NHS and/or Social Care organisation or Education Authority, we can readily access the information they need to provide you with the best possible care.

Consent - We will obtain your permission, prior to publication, for the 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 withdrawn consent from or 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 whom you currently, or are 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, Health Improvement Scotland etc);
  • Legal Representation (e.g. the Trust’s own or your own nominated Representation)
  • 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).