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Why do we need information about you?

We keep information about you to give you the best possible care.

We may use this information to:

  • make sure your care is of a high standard
  • plan services
  • check how well we are performing
  • help train staff and support research
  • fund your care

By law:

  • Everyone working with the NHS and social services must keep your information confidential
  • Everyone must keep your information secure and share it only when necessary
  • Wherever possible we will keep your information anonymous so that it cannot be linked to you

What sort of information do we hold?

We hold basic personal information such as your name, address and date of birth.

In addition, we hold information which may be classified as sensitive – for example, information about your health, and details of any assessments or treatments that relate to your care.

How do we keep your information safe?

Data Protection laws give individuals rights in respect of the personal information that we hold about you.  These are:

  1. To be informed why, where and how we use your information.
  2. To ask for access to your information.
  3. To ask for your information to be corrected if it is inaccurate or incomplete.
  4. To ask for your information to be deleted or removed where there is no need for us to continue processing it.
  5. To ask us to restrict the use of your information.
  6. To ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information.
  7. To object to how your information is used.
  8. To challenge any decisions made without human intervention (i.e. automated decision making)

Please visit our website for further details on this. Should you have any further queries on the uses of your information, please speak to your health professional or contact us directly. Contact details for each service can be found on our website on the ‘What We Do’ page. 

Seeing your records

If you wish to see your records, please contact the service in question. You can find all our services listed on the What We Do page. Each service gives details for how to Get In Touch.

How do we store your information?

Your information may be recorded on a computer system. Your information is stored securely, and only authorised staff can look at it. We have a legal duty to keep your information confidential, accurate and secure at all times in line with Data Protection Laws.

Some of our services are provided jointly and your information may be held as a single record, which is shared by all those involved in your care.

Our staff are trained to handle your information correctly and protect your privacy. Your information is never collected for direct marketing purposes, and is not sold on to any other third parties.  Your information is not processed overseas. All staff working with you have a duty to keep information about you confidential.

Information is held for specified periods of time as set out in the NHS Records Management Code of Practice for Health and Social Care.

With whom might we share your information?

We will share relevant personal information about you on a need-to-know basis within the health care team (unless you object), to enable us to provide you with the best treatment. This also saves you from having to give the same information to several different people.

Several people and services may be working together to meet your needs. We may need to share your information in order for your care to be as seamless as possible. For example, we may need to share your information with hospitals and other health care providers if your care is to continue with them.

In certain rare circumstances (e.g. to protect other people or prevent crime), we may be legally obliged to share your information without asking for consent.

What can I do if I think information is wrong?

If you think any of the information we hold about you is wrong, please write to the service in question below to advise of exactly what you think it is wrong and why you think it should be changed. You can find all our services listed on the What We Do page. Each service gives details for how to Get In Touch.

You can also contact our Data Protection Officer, Matthew Riley, on info@hereweare.org.uk or on our helpline: 0300 303 0500.

If we agree that corrections are necessary we will make the changes. If, however, after reviewing it, we think the information is correct, we will let you know the reasons for this and note your concerns.

If you are still unhappy with the outcome of your enquiry you can write to:  The Information Commissioner, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF – Telephone: 01625 545700.

Download our patient privacy notice

Are you a former or current Here employee or applying for one of our roles? Please click here for information about employee privacy

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