Born and Bred in Doncaster Study (BaBiD) Privacy Notice

For the processing to which this notice relates to be carried out we use the following information:

• personal information – such as: your Name, Address, Telephone Number, NHS Number, GP, Occupation, Financial Status
• special category personal information – such as: your gender, ethnicity, information about your physical and mental health

Your information will be used to support the ongoing objectives of the BaBiD study, this will include the following:

• Collect and analyse health intelligence for future project planning and service developments
• Merge health records with data from BaBiD approved partners to understand more about the impact of social and environmental factors on health across Doncaster
• Answering research questions

We may use your information to contact you about additional research. Any research projects will be subject to the approval of BaBiD Management. This may for example involve filling in surveys or being invited to workshops. At this time no additional projects have been approved.

The City of Doncaster Council uses automatic processing for the above services. This means that some decisions that might affect you are made by a computer. These automatic decisions are the linking of your records across different datasets, plus your eligibility for BaBiD analysis and research. We will use your name, date of birth, address, NHS number, gender, ethnicity, physical and mental health status. The decisions are made based upon how similar your records are to create a match across different data sets and if you are part of a specific demographic group or have certain physical or mental health conditions.

Decisions made in this way will affect you by deciding your eligibility to be involved in further projects linked to BaBiD. You are entitled to ask for any solely automatic decisions made about you to be reconsidered by one of our staff, to express your point of view about such decisions and contest – see the Individual Rights Procedure on our website.

As part of the BaBiD study your records across different data sets will be automatically linked by a record linking process. This process is outlined below:

• All new datasets are checked for their quality
• Identifiable data such as your Name, Date of Birth and NHS Number are used to match your data between two data sets. This is done by checking the similarity across each item.
• We will take your identifiable data and assign a non-identifiable ID that is unique to you
• All identifiable data will be removed from datasets and replaced with the ID so you can’t be identified.
• It’s this de-identified data that is used in BaBiD analysis and research
• Only a small select group of essential staff will have access to the Master data-set which links your identifiable data to your ID.

We intend to match your data with records held within the council such as:

• Family Hub Data
• Ages and Stages Data
• Speech and Language Data
• SEN Children Data
• Early Years Funding Entitlements
• Breastfeeding Reports
• General demographic and profiling data from the census
• Blue Badge Data
• Council Tax Data

The table below sets out the legal basis for the City of Doncaster Council's use for each of the activities that this Privacy Notice covers:

Personal Data Activity	Legal basis - GDPR Article 6	S8 DPA (delete as appropriate)	UK Legislation
BaBiD Administration and Research	(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		Health and Social Care Act 2012 Section 12 The Local Authorities (Public Health Functions and Entry to Premises by Local Healthwatch Representatives) and Local Authority (Public Health, Health and Wellbeing Boards and Health Scrutiny) (Amendment) Regulations 2015

Special Category Data Activity	Legal basis - GDPR Article 9	DPA 2018 condition	Other considerations
BaBiD Administration and Research	(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
	(2)(j) processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes.	Part 1 of schedule 1 3(a)(b) 4(a)(b)(c)

Consent (and withdrawing consent)

You may withdraw your consent and ask DBTH not to use and share information about you for The Born and Bred in Doncaster Study by emailing dbth.babi@nhs.net or by calling 01302 644070.

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 BaBiD matters we may need to share your information with:

• Doncaster and Bassetlaw Teaching Hospitals NHS Foundation Trusts (DBTH)

In certain cases we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The City of Doncaster Council will never sell your information to anyone else.

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
BaBiD Administration and Research	10 years from the child's 16th birthday

 

We will continue to collect information on you and your child until your child’s 16th birthday. If you have multiple children on BaBiD then your data will be collected up to your youngest child’s 16th birthday. Your data will be kept after these dates but no new data will be collected, this is to support ongoing research for BaBiD in line with the retention period stated above.

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 subject access request on this page of the City of Doncaster Council’s website.

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

The City of Doncaster Council is required by law to have a DPO. The DPO has a number of duties, including:

• monitoring the City of Doncaster 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 City of Doncaster Council’s Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk 

If you are unhappy with the way in which your information has been handled you should contact the City of Doncaster 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