Be Well Doncaster - 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, 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.

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.

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 which we rely on to process your information is:

GDPR Article 6:

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

GDPR Article 9:

2(i) processing is necessary for reasons of public interest in the area of public health

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.

Your information will not be transferred outside the UK or outside of the EU

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 as per length of project

• personal information – such as: your name, telephone number, age, email address, views on community health

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

Your information might be used to:

• to engage with you and collect your responses to the survey
• to communicate with you invite you to one of our workshops - if you have consented to be contacted for this purpose.
• to 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

Consent

We will ask for your consent to enable us to contact you at a later date, after you have completed our survey, to invite you to attend one of our workshops. You can opt out of this contact or withdraw you consent at any time by contacting [email protected]

To conduct the survey, facilitate your attendance at one of our workshops and to produce the reports, the Council processes your data on the basis that it is necessary to do so for the performance of a task in the public interest.

There is no routine information sharing planned for this project however, 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

Your information will not be transferred outside the UK.

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
Survey responses	Hard copy versions – deleted once the data has been input electronically.   Electronic responses – deleted one year after collection
Workshop Sign in Sheets	Deleted one year after completion
Contact Details	Deleted if consent withdrawn or one year after collection.

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.

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

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 [email protected] 

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