Data Controller
NHS West Yorkshire Integrated Care Board
Purpose
The ICB’s Research & Development team work with partners in the health and care system, combining expertise and resources to foster and deploy research, following research conduct principles to protect and promote the interests of patients, service users and the public in health and social care research.
The ICB Research & Development team process personal data to facilitate the administration of research passports. A research passport is the mechanism for (predominantly) non-NHS staff to obtain an Honorary Research Contract or Letter of Access (LOA) when they propose to carry out research in the NHS.
Lawful basis
GDPR Article 6(1)(e) – processing 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)(j) Processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) based on Union 35 or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.
Type of information used
Personal data – name, address & date of birth
Special category data: physical and mental health information as well as information relating to criminal convictions.
Who we will share the information with (recipients)
The health care organisations who the individual researchers will be undertaking research on behalf of.
Do we use any processors
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 all our information securely on their servers.
Microsoft Azure, supported by IT staff, host our data.
How we collect (the source) and use the information
Information will be provided by individuals for the purpose of being set up with a research passport and associated letters of access.
How long we will keep the information
Information is retained in accordance with the Records Management Code of Practice 2021.
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.