Use of Your Personal Information
This privacy notice explains why we collect information about you and how that information may be used.
As part of the services that we provide to primary care staff, we may store the following information about you:
- Name, email address, phone number, role, practice information
- Courses that you have previously attended
Maintaining the Confidentiality of Your Records
We will take all possible care to protect your privacy and will only use information collected with the law including: –
- Data Protection Act 1998 and the General Data Protection Regulation 2018 from 25th May 2018
- Human Rights Act 1998
- Common Law Duty of Confidentiality
- Health and Social Care Act 2012 (if appropriate)
- Codes of Confidentiality, Information Security and Records Management
Our staff are all trained and briefed in data protection principles and understand they have a legal obligation to keep information about you confidential. They also understand that information about you will only be shared with other parties if there is an agreed need to do so or a legal reason. We will only share your data without your permission if there are very exceptional circumstances (i.e. life or death situations), where the law requires information to be passed on and / or in accordance with the Caldicot Principle 7 e.g. to share or not to share. This means that health and social care professionals should have the confidence to share information in the best interests of their patients within the framework set out by the Caldicott Principles.
All personal information that we manage is stored within the UK within a secure environment and we always use suitably protected methods and systems to transfer your personal information.
Legal Basis for Processing
Our legal basis for processing your data relies on certain conditions set out GDPR Articles 6 and 9 forming part of the 2018 UK Data Protection Act.
We may share your information with other organisations, if this is required we will apply very strong controls. The current organisations who we share data with include:
- Lincolnshire LMC
- Lincolnshire ICB
- Health Education England
- Lincolnshire Talent Academy
- Lincolnshire PCN Alliance
It is noted that the above list is not exhaustive, and we may contract with other external organisations to undertake processing of your personal information. These 3rd party organisations will abide with our stringent contractual conditions regarding the protection of personal data.
In some cases, you will be requested to provide positive consent if we intend to share your personal details with other organisations.
Access to Personal Information and Your Rights
You have a right under the Data Protection Act 1998 and the Data Protection Act 2018 from 25th May 2018, to request access to view or to obtain a copy of what information the organisation holds about you and to have it modified should it be inaccurate. The process to access your records is known as a Subject Access Request (SAR) and the way it works is outlined below:
- Your SARs request must be made in writing to firstname.lastname@example.org
- The latest regulations state that there is no charge to have a copy of your electronic or paper information, unless the request is repetitive.
- The request will be reviewed and if possible completed within one calendar month (subject to our possible requests for further clarification for you)
- You will need to provide adequate proof of your identity before we will release the requested details (e.g. full name, address, date of birth, NHS number and details of your request), you must also provide two forms of identification
In addition to the right of access, under the Data Protection Act 2018, you will also have the following rights:
- Erasure, which is the right to request that your personal data is removed from our systems be they paper or electronic – please note that under certain circumstances we are legal obliged to maintain a copy of your data for contractual and or statutory reasons
- Restriction of processing, this is the right for you to request that we only process certain parts of your data
- Objection – you have the right to object to the way that we are processing your data
- Data portability – this concerns the right to request that we provide a copy of your data in an easily transportable format.
- Automatic processing – you have the right to object to the way we automatically process data – in the case of our organisation we do not, at present, carry out automatic processing of your data
- If you have provided us with your consent to process your data for the purpose of providing our services, you have the right to withdraw this at any time. In order to do this should contact us by emailing or writing to the organisation.
Retention of your data
Your data will be retained for no longer than is absolutely necessary and in accordance with our Documentation Management Lifecycle Policy and the associated Schedule of Retention
Updating Personal Details
If any of your details e.g. your name, address or other personal data have changed or are incorrect you have a responsibility to inform us to arrange for the necessary updates to be made. This will help us to ensure that the data we hold about you is accurate and complete.
Should you have any concerns about how your information is managed by Lincolnshire Training Hub, please contact us at: email@example.com
If you are still unhappy following a review, you can then complain to the Information Commissioners Office (ICO) via their website www.ico.org.uk
or in writing to:
Information Commissioner’s Office