This Privacy Notice sets out what you need to know about how the City of Doncaster Council will use your information for the Well Doncaster Programme including Be Well and Community Wealth Builder
The Council is committed to meeting its data protection obligations and handling your information securely. You should make sure you read and understand this notice before submitting your information to us.
What information about you do we collect?
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, postcode, 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.
How do we collect information about you?
We collect your information from you directly during Community conversations, via the website, coaching sessions and from health and community professionals both during the referral process and potentially throughout the time you are involved with the programme.
How will your information be used?
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 for using your information
The legal basis which we rely on to process your information is:
Personal Data Activity
Legal basis - GDPR Article 6
S8 DPA (delete as appropriate)
UK Legislation
Email address
Postcode
Date of Birth
Living status
Employment status
To provide tailored support
(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
(c) the exercise of a function conferred on a person by an enactment or rule of law,
(e) an activity that supports or promotes democratic engagement.
Health and
Social Care Act 2012
Special Category Data Activity
Legal basis - GDPR Article 9
DPA 2018 condition
Other considerations
Gender
Ethnicity
To provide tailored support
(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
Health and
Social Care Act 2012
Who will your information be shared with?
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 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
When you use the website self-referral form, Ember Technology Ltd is working as a processor on behalf of City of Doncaster Council
Information on how this will be processed by these organisations can be found in their Privacy Notices.
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.
How long will we keep your information?
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 --]from the end of the project in 2025
Website self referral form
5 years from end the project 2025
Well Doncaster – Appreciative Inquiry and Community Wealth Builder
What information about you do we collect?
personal information – such as: your name, telephone number, age, email address, views on community health
Voluntary Community and Faith Sector organisations business details such as company name, company contact information such as phone number, email address.
How do we collect information about you?
We collect information from you directly when we ask you to complete our survey and complete a Community Wealth Builder membership form.
How will your information be used?
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 and/or training - 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.
The Legal Basis for using your information
Personal Data Activity
Legal basis - GDPR Article 6
S8 DPA (delete as appropriate)
UK Legislation
Name,
Postcode
NHS Number
Gender
GP/Consultant
To conduct the survey, facilitate your attendance at one of our workshops and to produce the report
(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
d(c) the exercise of a function conferred on a person by an enactment or rule of law,
(e) an activity that supports or promotes democratic engagement.
Health and
Social Care Act 2012
Special Category Data Activity
Legal basis - GDPR Article 9
DPA 2018 condition
Other considerations
Ethic Origin
Health details- existing health condition
To conduct the survey, facilitate your attendance at one of our workshops and to produce the report
(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
Health and Social Care Act 2012
Who will your information be shared with?
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
How long will we keep your information?
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
8 years-from the end of the project
Workshop/training Sign in Sheets
8 years- from the end of the project
Contact Details
8 years from the end of the project
Community Wealth Builder Case files
8 years from the end of the project
Your rights
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.
Changes to this privacy notice
This notice is kept under regular review to make sure it is up to date and accurate.
Data Protection Officer (DPO)
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 information.governance@doncaster.gov.uk
Complaints
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
