Data Controller
NHS West Yorkshire Integrated Care Board
Purpose
In order for us to understand the needs of the community we look after, to promote our work and services, and keep you informed about our work, we will collect and use information you share with us. In order to invite people to take part in engagement activities, we have to hold contact details for individuals. To make sure the views of the whole community are heard, we occasionally collect personal information and special category data from surveys, including information about race, gender, age, and health issues.
We will also occasionally take photographs and videos during our engagement events for publicity use. We will always ask for your permission when we take a photo or video of you to make sure you are happy with us using your image. You will always have the right to say no at the time or withdraw your permission at a later date.
Occasionally, the ICB commissions outside agencies to undertake communications and engagement activities on behalf of the ICB. In such instances, privacy information is usually provided at the time as part of that activity when required.
Lawful basis
The ICB’s legal basis for processing personal data under the UK GDPR is Article 6(1) a - the data subject has given consent to the processing of his or her personal data for one or more specific purposes
For the processing of special category data, the legal basis is Article 9(2) a – the data subject has given explicit consent to the processing of those personal data for one or more specified purposes
Type of information used
Personal Data: name, address, email address and photograph.
Special category data: gender, religious beliefs, health, ethnic-origin.
Who we will share the information with (recipients)
The information you provide as a member of one of our patient involvement groups is never shared outside of the ICB.
Sometimes we will commission external organisations to carry out engagement activities on our behalf and use contracts to ensure any personal data processed is only used for the purpose of carrying out the engagement activity we commission.
Do we use any processors
We use Smart Survey and Tractivity (Privacy Policy - Tractivity) to carry out our surveys. For more information please see Smart Survey’s Privacy Notice.
The Health Informatics Service (THIS) and West Yorkshire ICB Leeds IT and Leeds City Council IT Integrated Digital Service (IDS) our IT suppliers who store our information securely on their servers.
Microsoft Azure, supported by IT staff, host our data.
Civica provides us with engagement software.
How we collect (the source) and use the information
We will only receive this information directly from you.
How long we will keep the information
Your information will be held for 6 years, until it is no longer required, or until a request for your information to be deleted is received, whichever is soonest. Details on how to let us know that you no longer want us to contact you about engagement events, or to have your details removed from our system, are below.
The information will be stored in a secure environment and access to it will be restricted to only people who need to access it.
Your rights
Under the UK General Data Protection Regulation all individuals have certain rights in relation to the information which the ICB holds about them. Not all rights apply equally to all our processing activities as certain rights are not available depending on the lawful basis for the processing.
If you require further detail each link below will take you to the Information Commissioner’s Office website where further detail is provided in the section ‘When does the right apply’.
These rights are:
- The right to be informed about the processing of your data
- The right of access to the data held about you
- The right to have that information amended in the event that it is not accurate
- The right to have the information deleted
- The right to restrict processing
- The right to have your data transferred to another organisation (data portability)
- The right to object to processing
- Rights in relation to automated decision making and profiling
Under the NHS Constitution you have the right to privacy and to expect the NHS to keep your information confidential and secure.
If you have an enquiry in relation to your data protection rights please contact wyicb.