Why do we collect your information?
We are required by law to look after all personal information to comply with the Data Protection Act 2018, which controls how your personal information is used by organisations, businesses or the government. The Act is how the UK government put into place the EU-wide General Data Protection Regulations (this is most commonly known as ‘GDPR’). Read more about the Data Protection Act 2018.
All our staff are trained in data protection and confidentiality. There is a formal Code of Conduct for Sequoia staff that tells them how to uphold the rights to privacy and confidentiality of our service users and carers.
Everyone who uses Sequoia (AWP/Rethink Mental Illness) services has a record held of their contact with the service. These are sometimes called ‘medical records’ in acute hospitals, but we call it a ‘health and social care record’ in NHS mental health trusts. Staff who are supporting you will keep records about your support both on paper and electronically.
Data we collect on you includes the following:
- Personal details about you, such as name, address, date of birth and next of kin;
- Contact details, including mobile number;
- Details of your support needs;
- Notes and reports made by staff who support you
To provide you with support we ensure that appropriate information is available to all staff who support you, this to make sure -
- Our support is safe and effective
- To support you in managing your own support and wellbeing.
- To provide statistical information to the commissioner of the service.
- To investigate any complaints, incidents or serious untoward incidents.
- To help us evaluate our services in order to plan and improve them.
When you are referred to one our services, staff will discuss with you how your data will be used during your time at the service.
With staff, you will complete a Processing and Consent Form. This will detail how the service will use your data and give you the opportunity to say with whom, if anyone, your data can be shared. If you do not wish your data to be used for research and planning purposes, you can let us know.
We will only ever share your data if it is in the best interests of your care and support. We will not disclose any data that identifies you outside of your direct support team without your permission, unless there are exceptional circumstances such as when there is serious risk of harm to yourself or others or where the law requires it.
Under the Data Protection Act 2018, you have the right to see or obtain a copy of health and social care records in printed or digital form. Anyone wanting to access someone’s health and social care records needs to make a ‘subject access request’ (AWP records) or by contacting the Sequoia Service Manager (Rethink records).
We can refuse access under some special circumstances, for example when access to someone’s records would:
- Go against that person’s wishes.
- Release information that the care team believe may cause harm or distress.
- Release information gained from someone else that they have given in confidence.
- Release identifying information about someone else without their permission.
- A Freedom of Information (FOI) request is not the same as a subject access request. The Freedom of Information Act 2000 does not include personal information, so no one can access your records in this way.
Please let us know if your personal details or circumstances change so that we can ensure our records are kept up to date and are accurate. If you consider that any part of the data we hold about you is inaccurate, you can let us know so that we can correct it. If we agree that the data is incorrect, the alteration will be made. If we are not satisfied that the data is incorrect, a note will be added to the record you consider to be inaccurate. You will be given a copy.
We will not keep your data for longer than is necessary. In most cases we will keep your data for 6 years after your last contact with us. If we do need to keep your data for longer than this, we will let you know. In certain circumstances, you have the right to have your personal data erased.
To access information held by AWP please contact –
Subject Access Request Team
C/O EFM Health and Social Care Records
Building No 56
Blackberry Hill Site
Manor Road
Bristol
BS16 2EW
Email: awp.
To access information held by Rethink Mental Illness please contact –
If you require access to data that is within your file, you will need to contact to the manager of the service. You will need to state what data you require. The Manager will respond to your request within one month. We will ensure that the data released to you does not include any information which relates to or identifies another person unless that person has given consent. If they have not given consent, we will need to remove the information from your records. We will usually let you know if this is the case. Your data will be provided to you in a suitable format.
To make a comment, raise a concern or make a complaint, please contact the Trust’s Patient Advice and Liaison Service (PALS).
Tel: 01225 362 900
Freephone: 0800 073 1778
Email: awp.
You also have the right to complain to the Information Commissioner’s Office (ICO). Their website is www. ico.org.uk. If you don’t have internet access, you can call the ICO helpline on: 0303 123 1113.