Information about how Torbay 0 to 19 Partnership handles your data
This is an important page which sets out how Torbay 0 to 19 Partnership will use and process your personal data in order to be able to provide you and your child or young person with a service from the Torbay 0 to 19 Partnership which meets and exceeds your expectations.
Below is our promise to you – whether you're someone who uses our services, a supporter, donor, fundraiser, campaigner, volunteer, foster carer or adoptive parent, we've included an outline of how, why, and when we obtain and use your personal information, and how we keep it safe and secure.
Our Promise to You
We are responsible for protecting your personal information, and we take this responsibility very seriously. As you may be aware, Torbay 0 to 19 Partnership is made of three of organisations which have joined together to form a partnership to deliver a 0 to 19 service to children, young people and families across Torbay. Each organisation has affirmed the principles of accountability and transparency set out in this document which are underpinned by national data protection legislation and are committed to ensuring that your data is processed lawfully and securely.
The organisations which make up the Torbay 0 to 19 Partnership are:
- Torbay NHS Public Health Nursing
- Action for Children
- The Children’s Society
What is personal data?
Personal data is information about a living, identifiable individual. Therefore, your personal data is any information that can be attributed to you personally, including your name, weight, height, date of birth, health conditions and treatments you receive. So long as you can be identified from that information, it becomes your personal data.
Organisations that use personal data must do so in line with the provisions of the Data Protection Act 2018. The Act applies to personal data held in both electronic and physical media.
How we will use your information
The types of information we will hold about you and your child / young person will include (the following is not a fully inclusive list):
- Personal identifiers, contacts and characteristics (such as name, unique identifier, contact details and address, including email address, NHS number etc)
- Demographic and characteristics information (eg. ethnicity, language, gender, religion)
- Health and administrative information (eg. name of any associated healthcare professional, relevant healthcare details, including medical or dental health, allergies, medication and dietary requirements, diagnosis and treatment, Allergies and physical or mental health conditions);
- Any special educational needs (including the nature of such needs);
- Attendance (such as contacts we have had with you such as clinic visits, childrens’ centres attended, number of sessions attended);
- Behavioural information (such as any developmental challenges and any programmes put in place to address these);
- Any identified safeguarding information
- Family, lifestyle and social circumstances, Education and training details
- next of kin
- Offences, criminal proceedings, outcomes and sentences.
Why we collect and use your information
The personal data collected is essential in order for the Torbay 0 to 19 Partnership to provide you with a service and to fulfil its official function and meet legal requirements. We may need to keep records about the health care and treatment you receive. This helps to ensure that you receive the best possible care from us, and that full information is readily available if you see another practitioner or are referred to a specialist or another partner within the Torbay 0 to 19 Partnership.
We collect and use this information for the following purposes:
- To support your child or young person’s development and to meet your child or young person’s health and social care needs;
- To provide appropriate care and support to you and your child or young person;
- To assess the quality of the services we are providing;
- To keep your child or young person safe (eg. in respect to food allergies or emergency contact details);
- To meet the legal duties placed upon us to provide a full child health and family support service.
- Progress applications (employment, volunteering, fostering, adoption) or any other enquiries
- Learn how to improve our products and services
- Learn about other audiences who may be interested in supporting the work of the organisations with the Torbay 0 – 19 Partnership (and the new products, services, and information they may be interested in).
- To prepare statistics on performance
- To audit Services
- To monitor how we spend public money
- To plan and manage the services delivered by the partnership
- To teach and train professionals and employees within the Partnership
- To conduct research and development
Data Protection Act 2018
All of the personal data that we collect, and use is handled in accordance with the Data Protection Act principles. These state that:
- We must satisfy lawful conditions in order to use personal data. (These conditions include, but are not limited to, obtaining consent from the individual to use their personal data; and/or needing the personal data to protect someone from serious harm; and/or using the personal data in order to exercise one of our statutory duties)
- We must let individuals know why we are using their personal data. This webpage helps us to do that.
- We must use the personal data in a manner compatible with that purpose.
- We must only use the personal data that is relevant to the purpose; i.e., not obtain or use more than we need to.
- We must keep your personal data accurate and up-to-date.
- We must not keep your personal data longer than is necessary
- We must use in line with your Data Protection rights; for example, the right to obtain a copy of the personal data we hold about you.
- We must keep your personal data safe and secure.
- We must only transfer your personal data outside of the European Economic Area if we have ensure that adequate safeguards are in place.
Under the data protection legislation, we have to have a legal reason as to why we are able to process your data. The legal reasons we rely on for processing yours and your child or young person’s information are:
(i) For the purposes of a), b) and c) listed above we are undertaking a public task in the public interest – collecting the data is necessary in order to enable BFS to perform tasks that we are required to perform as part of our legal role to offer the service. This applies equally to the non-public bodies in the partnership (Barnardo’s, Spurgeon’s, Springfield and St Pauls) as to BCHC, which is a public organisation;
(ii) For the purpose of d) in accordance with the legal basis of vital interests – to keep your child or young person safe (food allergies, or medical conditions);
(iii) For the purpose of e) because we have a legal obligation to do so – data is collected in accordance with our duty under the NHS Act 2006 and the Health and Social Care Act 2015 and other relevant legislation.
In addition, as we will be processing health – related information, under the data protection legislation this is data which is more sensitive, and we have therefore set out the additional bases on which we are processing this data, which is that it is:
(i) For the protection of your vital interests;
(ii) Because there are reasons of substantial public interest for us to do so;
(iii) For the provision of health and social care.
How we will collect yours and your child or young person’s information
Where you are offered a service, the Torbay 0 to 19 Partnership will use personal information which is contained within a secure electronic patient record system held by SDTFT, known as “Paris”. Other types of personal data may be held on other systems hosted by the Torbay 0 to 19 Partnership organisations, for example, where a file has not been opened on Paris but we need to retain other personal data, such as a referral form received prior to assessment; a record of advice provided to other healthcare professionals where we are not offering you a specific Torbay 0 to 19 Partnership service; or waiting lists held by partners.
Referrals to the Torbay 0 to 19 Partnership can be from both healthcare professionals (eg. a health visitor, social worker, school staff etc) or organisations (eg. Local Authority) and directly from individuals (yourself or a carer for you) either in written form or electronically. Other organisations will only share information with us if they have a lawful reason to do so.
Storing yours and your child or young person’s information
The electronic patient record system “Paris” will only be accessed by staff providing Torbay 0 to 19 Partnership services across Torbay, and access to staff will be restricted to information which is necessary for the delivery of the Services.
Any information extracted and shared between the Torbay 0 to 19 Partnership organisations will be fully encrypted in transit and at rest and exchanged via secure information transfer methods. Torbay 0 to 19 Partnership organisations will all be working to the same high standards and will be taking appropriate action to satisfy legal requirements and hold information securely.
It may be necessary to hold on to your data for a period of time after the Partnership has ceased providing you with a service. Depending on the nature of the service you have received and our legal obligations this will be for a minimum of 6 years but can extend up to as long as your 75th birthday. Please contact the lead provider at TSDFT should you require further information about this.
Who we will be sharing your and your child or young person’s information with.
We will always endeavour to share the minimum amount of personal data required, even anonymising data where we possible. However, there will be some instances where personal data will need to be shared with other organisations for the purposes of caring for a patient. In such instances we will need to ensure that the information shared is adequate so that the patient is properly cared for.
We may share personal data with the following organisations for the purposes of delivering or improving healthcare, or where there is a legal requirement for us to do so:
- Clinical Commissioning Groups
- Health authorities
- Other NHS Trusts
- General Practitioners (GPs)
- Ambulance services
- Other NHS common services agencies such as primary care agencies
- Social services
- Education services
- Local authorities
- Department for Work & Pensions
- Voluntary sector providers and private sector providers
Requesting access to your personal data
Under data protection legislation you have the right to request access to information about you or your child that we hold. This is called a “subject access request”. To make a request for your personal information or be given access to your child’s records, please see the list of contact details for each partner organisation below.
You also have the right to:
- Object to processing of personal data that is likely to cause, or is causing damage or distress;
- Prevent processing for the purpose of direct marketing;
- Object to decisions being taken by automated means;
- In certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
- A right to seek redress, either through the Information Commissioners’ Office (ICO), or through the courts.
If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the ICO at https://ico.org.uk/concerns/
If you would like to make a request to access yours or your child’s records, or to discuss anything in this privacy notice, please contact the Data Protection Officer for the Partnership, these contact details are set out below: