i Privacy policy - Linking Leeds

Inspire North: Linking Leeds Case Management Systems Privacy Notice

What is a Case Management System?

The Case Management Systems are where we store your data regarding the service we provide. Your data is stored on SystmOne, a clinical ICT system owned by The Phoenix Partnership (tpp). Incident information will be stored separately on Datix. This is a web-based incident reporting software managed by Inspire North.

Contact details specific to Case Management Systems

If you have any queries that about the case management systems at Linking Leeds please email: informationgovernance@inspirenorth.co.uk

How we use your information via the Case Management Systems

Inspire North, the parent company of Community Links (of which Linking Leeds is a service) keeps records of information provided to us by you and other organisations in relation to the support we are providing to you.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing your information are:

  • Legitimate Interest
  • Vital Interest
  • Specific Consent where you have provided consent to us using your data in a certain way such as sharing your record with other care providers.

Who will have access to my information?

Organisations who work in a consortia arrangement with Inspire North: access to your personal data is restricted to the agencies that are providing a service to you and is only shared in direct relation to those services. The information will only be used for the purpose of providing the service you need and will be done in your best interests.

SystmOne

Linking Leeds operates a ‘unit’ within SystmOne where all information recorded in your placement with the service is stored. SystmOne operates a ‘Share In, Share Out’ functionality with your registered GP Practice and other healthcare providers (where said Practice/provider has its own ‘unit’). It is possible for information to be shared with other healthcare professionals so that all care providers are informed about your care, but only with your explicit consent. Upon engaging with the service, you will be provided with an opportunity to opt out of sharing your data with other SystmOne services involved in your care. You have ultimate control over who can access your information and can at any time request that information recorded onto your patient record by Linking Leeds is made non-visible to other services (such as your registered GP practice). Only services with current (live) referrals can access your record.

Your information will not be shared with third parties outside of this without your consent unless required by law, such as:

  1. To other statutory agencies in the event of a safeguarding concern where you or anyone else is likely to be seriously harmed
  2. In the detection and prevention of fraud or crime
  3. Any legal request by a court or authorised body that requires us to release information to them.

We will always try and tell you when information is being shared unless this increases the risk to you or anyone else, or if we cannot contact you.

If we need to share information without your consent, we will talk this situation through with a senior member of staff and get their permission. We will record what we have shared, why and who with. Unless the situation arises where telling you will increase the risk to you or someone else, we will always inform you where we have shared information in this situation.

What information is processed?

We input information provided to us from you and other 3rd parties in relation to the support we are providing.

Retention Period

All information gathered on SystmOne is part of your electronic record and is retained by your respective GP practice. All information gathered on SystmOne and Datix will be confidentially destroyed and disposed of seven years after the cessation of the Linking Leeds service in line with Inspire North’s policies and procedures and relevant legislation.

Will my information be safe?

Yes, your personal data on SystmOne and Datix is held in accordance with current Data Protection legislation by your GP practice and tpp and Inspire North, respectively. Access to your data is restricted to those directly involved with recording and reviewing an incident, and by members of our Quality and Performance Team in monitoring user activity on the system. If access is requested by a service which does not have a ‘live’ referral this triggers an alert and the staff member must provide reasons why they are accessing the record. All access is monitored on a quarterly basis. If your record is accessed without purpose, in line with GDPR requirements we will notify you and implement our data breach procedure within appropriate timelines.

What happens if I do not wish my data to be stored within the Inspire North Group?

We will be unable to provide you with a service if you decline to have your data stored within the Inspire North Group.

Summary of rights

  • You have a right to request a copy of any personal data we hold about you by making a Subject Access Request. Any request must be made in writing to the address below and include the following information:
    • full name – including any previous/other names used
    • date of birth
    • full address
    • telephone number
    • any unique registration or ID numbers used with the organisation
  • You have the right to amend or withdraw any consents you have provided at any time. This will include marketing consents. Should you wish to do this, please contact Inspire North at the address below or alternatively at informationgovernance@inspirenorth.co.uk
  • If you have any objections in relation to the processing of your personal data by Inspire North, you have the right to lodge a complaint with Inspire North or the Information Commissioner’s Office or with any other relevant supervisory authority.
  • You have the right to request from access to and rectification of any inaccurate or incomplete personal data held by Inspire North.
  • You have the right to request that Inspire North (and anyone processing your personal data on Inspire North’s behalf) erases your personal data from Inspire North’s systems and files. (note – there may be occasions in which this is not possible but, in such circumstances, you will be advised appropriately)
  • For our full privacy policy please refer to our website. For tpp’s privacy policy, please refer to this link: https://www.tpp-uk.com/legal/privacy-policy
  • You have the right to request that Inspire North provides to you, or a third party nominated by you, a copy of all personal data held by Inspire North about you in a data portable format
    • .

You have the right to request that Inspire North provides to you, or a third party nominated by you, a copy of all personal data held by Inspire North about you in a data portable format.

Inspire North Privacy Statement

Introduction

At Inspire North, the parent company of Community Links (of which Linking Leeds is a service), we are committed to ensuring that your personal information is protected and never misused.

Our privacy policy explains what personal information we collect, why we collect it, how we use it, the control you have over your personal information and the procedures we have in place to protect your personal information. It applies to personal information we collect through our websites, services and products (explained in more detail below).

By sharing your personal information with us, and by continuing to use our websites and services, you confirm that you have read and understood the terms of this privacy policy. We take responsibility for the personal information we collect about you, and we aim to be fair and transparent about how we handle it, and give you control over it.

If you have any questions, comments or concerns about any aspect of this policy or how Inspire North handles your information please email our Team at informationgovernance@inspirenorth.co.uk

Privacy Principles

Privacy policies can be complicated. We have tried to make ours as clear and as accessible as possible. To help, we have also summarised how we handle your personal information at Inspire North in our privacy principles below. These principles demonstrate our commitment to protecting your privacy and handling your personal information in the right way and as you would expect it to be handled.

At Inspire North we:

  1. Will only ask for or collect the personal information we need to provide and improve the service and experiences our clients expect.
  2. Give you control over the personal information we hold about you to ensure it is accurate and reflects your preferences.
  3. Make sure your personal information is always secure and protected.
  4. Are fair and transparent about how we use the personal information we hold.
  5. Only ever use your personal information for the purpose that you trusted us to use it for.
  6. Will never sell your personal information and only share it as outlined in our privacy policy or when you ask us to.
  7. Respect your choices and will inform you if there are important changes that affect your personal information or how we use it.
  8. Take responsibility for the personal information that we hold about you.

Who are we?

We’re here to create a world where everyone matters, building brighter futures for people within the health, housing and social care sector through our family of organisations.

Our heritage is important to us and we’re not afraid to be different; making a meaningful difference is at the heart of what we do. We are continually evolving while always staying true to our values.

We are passionate about what we do and treat everyone with respect.

If you wish to contact us regarding a data protection or privacy concern or to exercise your rights under the Data Protection Act and GDPR, please use the details below.

Please send an email to informationgovernance@inspirenorth.co.uk or write to:

Information Governance
3 Limewood Way
Leeds
West Yorkshire
LS14 1AB

Our team consists of our SIRO (Director of Finance) and Data Protection lead and Caldicott Guardian (Director of Operations) supported administratively by our Executive Assistant and can be contacted by sending an email or writing to the details above.

What Personal Information we Collect

We will collect and process the following data about you:

Information you give us. This is information about you that you give us in order to access our services. It includes information you provide when you register to use our website, access or apply to access our services, participate in discussion boards, chat facilities or other social media functions on our site, enter a competition, promotion or survey and when you report a problem or complaint to Inspire North about any of the services in our group. The information you give us may include - but is not limited to - your name, address, e-mail address and phone number, financial information, and other sensitive personal information.

Information we receive from other sources. This is information we receive about you from any of the other organisations that commission or provide services on behalf of Inspire North, provide services to you alongside us e.g. the NHS or work in partnership with us. In this case we will ensure that either the organisation has previously informed you that we will be provided with the information or we will inform you as soon as practicable after the receipt of the information.

How We Use Personal Information

We may use the information we hold about you in the following ways:

  • To provide services to you and your carers or to assess
  • To report on the services we provide and outcomes to commissioners, Board of Directors
  • To further our understanding of outcomes and effectiveness of the services we provide
  • To provide services to employees, potential employees and volunteers including Trustees.

Information we collect about you:

Your data is stored on SystmOne, a clinical ICT system owned by The Phoenix Partnership (tpp). Incident information will be stored separately on Datix. This is a web-based incident reporting software managed by Inspire North. We input information provided to us from you and other 3rd parties in relation to the support we are providing.

Information we receive from other sources

We will combine this information with information you give to us and information we collect about you. We will use this information and the combined information for the purposes set out above (depending on the types of information we receive).

What happens if I do not wish my data to be stored within the Inspire North Group?

We will be unable to provide you with a service if you decline to have your data stored within the Inspire North Group.

Disclosing your information

  • Your personal data is information which identifies and relates to you including your contact details and photographic image and includes information we obtain directly from you or from third parties.
  • We may disclose your personal data to third parties where this is necessary for operational purposes in order to facilitate the provision of our services or where required to do so by law.
  • We may on occasion disclose your personal data to third parties (including but not limited to our service providers or agents and other local authorities for purposes set out in this policy and specific terms of use as required at the point of collection).
  • We may also disclose your personal data to third parties if it is to fulfil a legal duty or to enforce our terms of use.

How to Manage Contact Preferences and Consent

To find out how to manage your contact preferences and consent please read the specific subject and services section below.

Summary of the Data Subject’s Rights

  • You have a right to request a copy of any personal data we hold about you by making a Subject Access Request. Any request must be made in writing to the address below and include the following information:
    • full name – including any previous/other names used
    • date of birth
    • full address
    • telephone number
    • any unique registration or ID numbers used with the organisation
  • You have the right to amend or withdraw any consents you have provided at any time. This will include marketing consents. Should you wish to do this, please contact Inspire North at the address below or alternatively at informationgovernance@inspirenorth.co.uk
  • If you have any objections in relation to the processing of your personal data by Inspire North, you have the right to lodge a complaint with Inspire North or the Information Commissioner’s Office or with any other relevant supervisory authority.
  • You have the right to request from access to and rectification of any inaccurate or incomplete personal data held by Inspire North.
  • You have the right to request that Inspire North (and anyone processing your personal data on Inspire North’s behalf) erases your personal data from Inspire North’s systems and files. (note – there may be occasions in which this is not possible but in such circumstances you will be advised appropriately)
  • You have the right to request that Inspire North provides to you, or a third party nominated by you, a copy of all personal data held by Inspire North about you in a data portable format.

    • The address to use for any matter relating to your data protection rights in relation to the Data Protection Act and GDPR is:

    Information Governance
    3 Limewood Way
    Leeds
    West Yorkshire
    LS14 1AB

Information Security and Privacy

We are committed to protecting your personal information. your personal data on SystmOne and Datix is held in accordance with current Data Protection legislation by your GP practice and tpp and Inspire North, respectively. Access to your data is restricted to those directly involved with recording and reviewing an incident, and by members of our Quality and Performance Team in monitoring user activity on the system.. We also ensure that our staff are adequately trained in protecting your personal information. Our procedures mean that we may occasionally request proof of identity before we share your personal information with you.

In the unlikely event that we do suffer a security breach which compromises our protection of your personal information and we need to let you know about it, we will do so.

Third-party websites you access through links on our websites will have their own privacy policies. We do not accept any responsibility or liability for these policies.

Privacy Statement Changes and Previous Versions

We will review and update this privacy policy at least once a year and will note the date it was last updated below.

If we change our privacy policy, we will post the details of the changes below. If we have your e-mail address, we may also e-mail you with information on those changes. If we need to, we will also ask you to confirm that you are happy with those changes.

We stand behind the commitments we have made. We will never change our policies and practices in a way that will offer less protection for personal information that we already have about you without your consent.

This privacy policy was last reviewed and updated in September 2020.

Specific Services and Transactions Privacy Notices

Young Persons Data (13-16 Year Olds)

Linking Leeds provides services to support young people between the ages of 16 and 18. In order to do this, we will need to collect and process some personal details relating to you and your family.

Contact details

If you have any questions relating to your personal data you can speak directly to the member of the team that you are working with or alternatively contact Linking Leeds at 0113 336 7612 or linking.leeds@nhs.net :

How we use your information

Your data will be retained securely on SystmOne and access will be limited to those that you come into contact with from Inspire North and its associated bodies. We may also on occasion be required to share your data with the following organisations where we have a legitimate reason to do so or in order to ensure that you receive any support required:

  • Local Authorities
  • Schools
  • NHS Services
  • Police

If and when we do share your data we will make sure that you are fully informed and the reasons for sharing are explained to you in a way that you can understand.

What information is processed?

Inspire North will keep records of information provided to us from you, your family and other organisations in relation to the support we are providing to you or to your family.

Some of that information will be personal or sensitive information. This will include your name, address, other contact details. It may sometimes depending upon the support and situation include information relating to your health and wellbeing, your racial or ethnic origin, religious of philosophical beliefs, your sex life, sexual orientation.

Retention period

All information gathered on SystmOne is part of your electronic record and is retained by your respective GP practice. All information gathered on SystmOne and Datix will be confidentially destroyed and disposed of seven years after the cessation of the Linking Leeds service, in line with Inspire North’s policies and procedures and relevant legislation.

Summary of rights

Anyone over the Age of 13 has the right to make decision on how their data is being processed, unless they are judged via professional assessment to not have the capacity to fully understand how their data is to be used. In such cases a third party, such as a parent or guardian or individual with power of attorney can be asked to assist or make the decision on the individual’s behalf. You have a number of statutory rights that are explained in the section above titles “Summary of the data subject’s rights”.