Updated March 2019
This Privacy Statement sets out the data processing practices carried out by Healthwatch Rochdale. We retain and use personal data (information that relates to and identifies living people) to help us carry out our role as the local independent champion for people who use health and social care services.
Find out more about our purpose and what we do www.healthwatchrochdale.org.uk
We will always make sure that your information is protected and treated securely. Any information that you give will be held in accordance with:
• Data Protection Act 2018
• General Data Protection Regulations (GDPR).
Read our Information Governance Policy www.healthwatchrochdale.org.uk
We also make our Information Asset Register available for people to read to give further clarity about how data relating to them is managed and kept secure. This includes our retention schedule and clear details about the lawful basis for processing personally identifiable information. Read our Information Asset Register. www.healthwatchrochdale.org.uk
Information we collect
We collect personal information from visitors to our website through the use of online forms and every time you email us your details. We also collect feedback and views from people about the health and social care services that they access. In addition, we receive information about our own staff and people who apply to work for us.
• Information about people who use our website
• Information about people who share their experiences with us by other means
• Information about our own staff and people applying to work for us
We are strongly committed to data security and we take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard and secure the information you provide to us. Only authorised employees and contractors under strict controls will have access to your personal information on our IT systems and to physical copies of personal data that we hold.
Information about people who use our websit
Please note that this statement does not cover links within this website to other websites. When you browse through the information on this website, it does not store or capture your personal information. We do log your IP address (as it is automatically recognised by the web server) but this is only so you can download this website onto your device rather than for any tracking purpose; it is not used for any other purpose. We will only collect personal information provided by you, such as: • feedback from surveys and online forms • email addresses • preferred means of communication.
How we will use your personal information
Personal information about you can be used for the following purposes:
• in our day-to-day work which focuses on the quality, safety and accessibility of health and care services;
• to send you our newsletter where you have requested it;
• to respond to any queries, you may have;
• to improve the quality and safety of care.
This may include any personal information that you choose to share with us, but we will treat this as confidential and protect it accordingly. We will never include your personal information in survey reports unless we have specifically agreed this with you.
Information about people who share their experiences with us by other means
There are a number of ways that we collect feedback from people about their experiences of using health and social care services day to day. Our staff will visit different health and social care settings as part of their role to evaluate how services are being delivered. We also receive phone calls and requests for information directly from members of the public as part of our signposting service. Where personally identifiable information is collected we will we will be clear on how we intend to use your information and where appropriate, we will get your consent before we publish or share your personal data. We will aim to anonymise information where we can but there may be instances where this is not possible in order to make change happen on your behalf. There may be circumstances where we can and will keep the data without consent but we must have a lawful basis for doing so, such as for safeguarding purposes or because we have a legal duty do keep it. We ensure that where consent is required it will be freely given, used only for agreed specific and unambiguous purposes and that you are well informed about how the information will be kept. This includes where it will be stored, details on security and for how long it will be kept. We will comply with current data protection legislation at all times. Personal information may be collected through:
• Our signposting and advice service
• When we receive feedback by phone, outreach work or through surveys
• Enter and View activity
Personal data received from other sources
On occasion we will receive information from the families, friends and carers of people who access health and social care services. We use this data to inform providers and commissioners to help them deliver services that work for you. Where it is necessary and practically possible, we will make sure that we have your consent to use information that is about you. We will only process your personal data where there is a lawful basis to do so under current data protection legislation.
In most circumstances we anonymise our data to ensure that a person cannot be identified as part of our analysis and report writing processes. We may sometimes feel that your specific experience is a good illustration of a point we a trying to make in our reports and in these circumstances we may ask you for consent to include it in our publication.
Sharing your data with Healthwatch England
We are required to share information with Healthwatch England to ensure that your views are considered at a national level. This enables them to analyse service provision across the country and supply the Department of Health and national commissioners with the information you provide. Find out more about Healthwatch England's purpose and what they do.
The information we provide to Healthwatch England contains no personally identifiable data. Any information that is used for national publications is anonymised and will only be used with the consent of a local Healthwatch.
Our data systems
Healthwatch England provides a secure digital system for local Healthwatch to manage their data. Other organisations process the data contained within it on behalf of local Healthwatch and a Data Processing Agreement is in place to ensure that this is held securely and according to current data protection legislation.
Healthwatch England is a committee of the Care Quality Commission (CQC) but acts independently. These organisations must comply with all legal requirements and do not reuse any data for any other reason or make it available to others.
Information about our own staff and people applying to work with us
We need to process personal data about our own staff (and people applying to work for us) so that we can carry out our role and meet our legal and contractual responsibilities as an employer. The personal data that we process includes information about racial or ethnic origin, religion, disability, gender and sexuality. We use this information to check we are promoting and ensuring diversity in our workforce and to make sure we are complying with equalities legislation. Our employees decide whether or not to share this monitoring data with us, and can choose to withdraw their consent for this at any time. Employees who wish to withdraw their consent for us to process this data can let us know. Other personal data that we are required to process includes information on qualifications and experience, pay and performance, contact details and bank details. We check that people who work for us are fit and suitable for their roles. This may include asking people to undertake Disclosure and Barring Service (DBS) checks.
People joining Healthwatch Rochdale will be asked to complete a 'declaration of interests' form to identify any services with which they have close links (for example, because they have previously worked there or because the service is run by a close relative) or any other issues which could cause a perceived conflict of interest. Staff are regularly asked to update these forms.
We have a legal obligation to comply with the Freedom of Information Act 2000 and this may include the requirement to disclose some information about our employees – especially those in senior or public facing roles. We also publish some [line break removed] information about our staff, including the names and work contact details of people in some roles.
How we share information with other organisations
We only share personal information with other organisations where it is lawful to so and in accordance with our Information Governance Policy. Information is shared in order to fulfil our remit which is to pass on your experiences of care to help improve them on your behalf.
We work with Healthwatch England, the Care Quality Commission (CQC), local commissioners, NHS Improvement and our local authority to make this happen. We can also engage external suppliers to process personal information on our behalf.
We will only disclose your personal information where we have your consent to do so, or where there is another very good reason to make the disclosure – for example, we may disclose information to CQC or a local authority where we think it is necessary to do so in order to protect a vulnerable person from abuse or harm. [Space inserted] Any such disclosure will be made in accordance with the requirements of the current data protection legislation.
Wherever possible, we will ensure that any information that we share or disclose is anonymised, so as to ensure that you cannot be identified from it.
We sometimes use other organisations to process personal data on our behalf. Where we do this, those companies are required to follow the same rules and information security requirements as us, outlined in a Data Processing Contract. They are not permitted to use reuse the data for other purposes.
We sometimes work on joint initiatives with other organisations (for example other local Healthwatch organisations who are covered by the same health or care provider). This is so that we can get a better understanding of how local services can improve. Any joint working with other organisations will be covered by clear data sharing agreements which will state which organisation’s policies and procedures apply to the data processed in the joint working. If you are asked to be involved in of these joint projects we will make this clear to you at the time and ensure that you are aware of how you can access all the relevant notices and policies.
Retention and disposal of personal data
We publish a retention and disposal schedule which explains how long we keep different types of records and documents for, including records and documents containing personal data. Personal data is deleted or securely destroyed at the end of its retention period.
Your right to access information about you If you think we may hold personal data relating to you and want to see it please write to info@healthwatchRochdale.org.uk .
Correcting or deleting your personal data If you know that we are holding your personal data and believe that it may be wrong, or if you want it to be deleted or for us to stop using it, you have a right to request that it can be deleted or amended. Please make your objection in writing to Kate.Jones@healthwatchRochdale.org.uk Or send it by post to: Healthwatch Rochdale, Unique enterprise Centre, Belfield Road, Rochdale, OL16 2UP.
Complaints about how we look after or use your information
If you feel that we have not met our responsibilities under data protection legislation, you have a right to request an independent assessment from the Information Commissioner's Office (ICO). You can find details on their website.
Our contact details and key roles
Healthwatch Rochdale is data controller for all of the personal data that you provide us with. Any issues relating to the processing of personal data by or on behalf of Healthwatch Rochdale may be addressed to Healthwatch Rochdale, Unique enterprise Centre, Belfield Road, Rochdale, OL16 2UP Telephone: 01706 249 575 Email: info@healthwatchRochdale.org.uk
Healthwatch Rochdale has a Data Protection Officer under Article 37 of the GDPR. Healthwatch Rochdale Data Protection Officer is Peter Denton, Healthwatch Liaison Manager, Healthwatch in Greater Manchester. You can contact him be e-mail: firstname.lastname@example.org – please include ‘DPO’ in the title of your e-mail.