Be Well Doncaster including Togetherall

This Privacy Notice sets out what you need to know about how Doncaster Council will use your information for the Be Well Doncaster Programme including Togetherall. The Council is committed to meeting its data protection obligations and handling your information securely. You should make sure you read and understand this notice before submitting your information to us.

 

What information about you do we collect?

For the processing to which this notice relates to be carried out we use the following information:
  • personal information – such as: your name, telephone number, age, email address, NHS number, any information you provide about yourself during coaching sessions, and details about the reason for your referral
  • special category personal information – such as: your ethnicity, information about your physical and mental health.

How do we collect information about you?

We collect your information from you directly during coaching sessions and from health and community professionals both during the referral process and potentially throughout the time you are involved with the programme.

Togetherall will collect information from you when you create an account on their website - https://togetherall.com/en-gb/privacy-policy/ 

How will your information be used?

Your information might be used to:
  • contact you about services/coaching sessions available to you
  • facilitate the running of coaching sessions
  • maintain a record of discussions and your involvement in the sessions
  • document your journey using the services offered to you
  • feed back to health colleagues
  • refer you to other services if required
  • convert to anonymised statistics for the purposes of performance monitoring of the service.

The Legal Basis for using your information

The legal basis which we rely on to process your information is:


Personal Data Activity

Legal basis - GDPR Article 6

S8 DPA (delete as appropriate)

UK Legislation

Email address

Postcode

Date of Birth

Living status

Employment status

(1)(e) to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority

(c) the exercise of a function conferred on a person by an enactment or rule of law,

Health and Social Care Act 2012


Special Category Data Activity

Legal basis - GDPR Article 9

DPA 2018 condition

Other considerations

Gender

Ethnicity

 

 

(2)(i) processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health or ensuring high standards of quality and safety of health care and of medicinal products or medical devices.

 

Part 1 of schedule 1

Health and Social Care Act 2012

Who will your information be shared with?

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. For Be Well Doncaster matters we may need to share your information with:
  • Primary Care Doncaster
  • Health and social care professionals involved with your care
  • Sheffield Hallam University – anonymised statistics for the purposes of performance monitoring of the service
In certain cases we may also share your information with other individuals and organisations. For example, if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The Council will never sell your information to anyone else.

How long will we keep your information?

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will securely delete the information We will keep your information for only so long as is necessary – the table below sets out typical timescales for each activity:

Activity

Time information kept for

Coaches case files

 8 years from the end of the project 

Your rights

The law gives you specific rights over your information. These rights are:
  • to be informed of our use of information about you;
  • of access to information about you;
  • rectify information about you that is inaccurate;
  • to have your information erased (the ‘right to be forgotten’);
  • to restrict how we use information about you;
  • to move your information to a new service provider;
  • to object to how we use information about you;
  • not to have decisions made about you on the basis of automated decision making;
  • to object to direct marketing; and,
  • to complain about anything the Council does with your information (please see the ‘Complaints’ section below).
Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them. You can request information about yourself by making a right of access request on this page of the Council’s website.

Changes to this privacy notice

This notice is kept under regular review to make sure it is up to date and accurate.

Data Protection Officer (DPO)

The Council is required by law to have a DPO. The DPO has a number of duties, including:
  • monitoring the Council’s compliance with data protection law;
  • providing expert advice and guidance on data protection;
  • acting as the point of contact for data subjects; and,
  • co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).
The Council’s Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk 

Complaints

If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO).

The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:

Website: www.ico.org.uk

Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

 

Well Doncaster – Appreciative Inquiry

 

What information about you do we collect? 

For the processing to which this notice relates to be carried out we use the following information:
  • personal information – such as: your name, telephone number, age, email address, views on community health
  • special category personal information – such as: your ethnicity, information about your physical and mental health.

How do we collect information about you?

We collect information from you directly when we ask you to complete our survey.

How will your information be used?

Your information might be used to:
  • engage with you and collect your responses to the survey
  • communicate with you invite you to one of our workshops - if you have consented to be contacted for this purpose
  • facilitate your attendance at one of our workshops
  • produce reports to summarise the health priorities of communities, all personal data will be anonymised for this.

The Legal Basis for using your information

The legal basis which we rely on to process your information is:


Personal Data Activity

Legal basis - GDPR Article 6

S8 DPA (delete as appropriate)

UK Legislation

Name,

Postcode

NHS Number

Gender

GP/Consultant

(1)(e) to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority 

(c) the exercise of a function conferred on a person by an enactment or rule of law,

Health and Social Care Act 2012


Special Category Data Activity

Legal basis - GDPR Article 9

DPA 2018 condition

Other considerations

Ethic Origin

Health details- existing health condition

(2)(i) processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health or ensuring high standards of quality and safety of health care and of medicinal products or medical devices.

Part 1 of schedule 1

Health and Social Care Act 2012

Who will your information be shared with?

We may need to share your information within the Council or with other organisations. When we do this we will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. In certain cases we may also share your information with other individuals and organisations. For example, if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The Council will never sell your information to anyone else.

How long will we keep your information?

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will securely delete the information - the table below sets out typical timescales for each activity:

Activity

Time information kept for

Survey responses

8 years from the end of the project

Workshop Sign in Sheets

8 years from the end of the project

Contact Details

8 years from the end of the project

Your rights

The law gives you specific rights over your information. These rights are:
  • to be informed of our use of information about you;
  • of access to information about you;
  • rectify information about you that is inaccurate;
  • to have your information erased (the ‘right to be forgotten’);
  • to restrict how we use information about you;
  • to move your information to a new service provider;
  • to object to how we use information about you;
  • not to have decisions made about you on the basis of automated decision making;
  • to object to direct marketing; and,
  • to complain about anything the Council does with your information (please see the ‘Complaints’ section below).
Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them. You can request information about yourself by making a right of access request on this page of the Council’s website.

Changes to this privacy notice

This notice is kept under regular review to make sure it is up to date and accurate.

Data Protection Officer (DPO)

The Council is required by law to have a DPO. The DPO has a number of duties, including:
  • monitoring the Council’s compliance with data protection law;
  • providing expert advice and guidance on data protection;
  • acting as the point of contact for data subjects; and,
  • co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).
The Council’s Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk 

Complaints

If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO).

The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:

Website: www.ico.org.uk

Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

 

 

Last updated: 13 June 2022 11:16:58