Who we are
Our website address is: https://thewellbeingline.co.uk.
Privacy Notice
Under Data Protection legislation people have the right to be informed about the way in which their personal information is used, shared and stored. The purpose of this Privacy Notice is to explain why we need information, what it is used for and how it will be stored.
The Wellbeing Line is hosted by Gloucestershire Health and Care NHS Foundation Trust (GHC) on behalf of the Gloucestershire Integrated Care System. This means GHC are accountable for the information on this website and for the actions of the people who work in the team.
The Data Protection Officer for GHC is Paul Griffith-Williams who can be contacted by email at Infogov@ghc.nhs.uk
Why do we need to collect information about you?
The healthcare professionals who work in The Wellbeing Line collect and use your information to enable them to provide you with the best possible support.
We may use your information to enable us to identify you through video conferencing facilities if they are used e.g. Attend Anywhere or MS Teams.
We may also use your information to contact you about your support or to see if you would like to be involved in research trials that might be relevant to you.
Our staff may check your details with you to ensure they are up-to-date and correct. This is important to avoid errors in your support.
The information we may collect about you
- details about you; such as your name, address, email address, phone numbers
- any contact the Wellbeing Line has had with you; such as appointments, assessments, group work
- notes and reports about your health, treatment and support
- relevant information from other health professionals, relatives or those who support you
- video images, for example on CCTV, or recordings of consultations where you have consented to these recordings
We may use information about you which is anonymised (so that you cannot be identified) for the purposes of things like research, audit, service development or redesign. We may also share anonymised information with other NHS organisations, for research, auditing, service redesign, service development, cost modelling and healthcare planning.
In any sharing of information, we will always ensure that we have a lawful basis on which to use and share the information. We will document our decision making and ensure we use appropriate technical measures to maintain the security of it.
All information will be held and transferred securely and only accessed by those who have a lawful reason for having it.
How can you be sure we handle your information correctly
It is a legal requirement to ensure that all information about you is kept confidential.
GHC has policies and procedures to make sure that staff know how to handle your information properly, and keep it confidential.
Our staff only look at your information when it is absolutely necessary.
Staff have to complete data security training once a year to make sure that they understand what is required of them. Staff also have regular training so that they understand how to use computerised record systems
GHC has to complete a data security and protection declaration for NHS Digital every year, and the Trust board also has to make a declaration to its regulator, NHS Improvement, that the Trust complies with the national data security standards.
The Trust audits patient health records to check how staff access patient information on our computer system.
Where your information is stored
Your information will be held electronically and stored in the UK.
Who we might share your information with
If we have your consent, and if appropriate, information that we collect about your healthcare may be made available to your GP.
We may also share your information with other organisations or professionals (again only with your consent) so that you receive the appropriate support, and don’t need to be assessed again.
Staff should discuss with you what information they are sharing, why and with whom. If we ask for your consent to share your information, you can withdraw that consent at any time simply by telling a representative of The Wellbeing Line.
We may also share information with other organisations for planning and costing purposes. When information is shared for these purposes it will be anonymised, and so will not identify any individual person.
There are exceptional circumstances whereby The Wellbeing Line may share information about you without your knowledge, for example, in an emergency where you or someone else might suffer substantial harm or distress, where it relates to a ‘communicable disease’, a serious crime, or if information is required by law (such as a court order).
How long we keep your information
We keep a record of your information for a set length of time, depending on the type of information it is.
You can find further information on the rules that the Trust must follow here (click to download a document called ‘Records Management Code of Practice for Health and Social Care 2016’ provided by the Information Governance Alliance).
Your rights
The Data Protection Act gives you certain rights in respect of the information we hold about you.
You have the right to set up a national opt-out so that your data is not used for research or planning purposes. You can find out more, and set your opt-out preferences, by visiting www.nhs.uk/your-nhs-data-matters. If you do set up a national opt-out, your data will still be used to provide you with individual care.
Gloucestershire Health and Care NHS Foundation Trust is committed to data subject rights under the Data Protection Act 2018.
We strive to be transparent, fair and to work with an open culture. Whilst care of our patients and the safety of our staff takes precedence, there are occasions when responses to some requests will be delayed. We apologise for this position in advance, we will endeavour to provide you with a response to your request, as soon as we are able.
How you can request a copy of information that we hold about you
You are entitled to a copy of information that we hold about you. Normally this is available to you free of charge, but we may charge a reasonable fee to cover administrative costs such as copying, or if you request another copy of the same information.
We must provide you with the requested information (where it is appropriate to do so) within 1 month once we have sufficient details to be able to process the request. However, we may extend this period for a further 2 months if the request is particularly complex.
We may also refuse to respond to requests which are bulky, complex or repetitive.
If you want to see a copy of your health record, you will need to fill in a form so that we have the details we need to find your information.
You can ask for a form either by emailing subjectaccess@ghc.nhs.uk
Or by post to:
Trust Secretariat
Gloucestershire Care Services NHS Trust
Edward Jenner Court
1010 Pioneer Avenue
Brockworth
Gloucester
GL3 4AW
If you don’t want to see your health record, but you would like a copy of any other information we hold about you, you should contact the Data Protection Officer at InfoGov@ghc.nhs.uk.
Asking to have your personal data corrected
You are entitled to have personal data corrected if it is inaccurate or incomplete.
We must respond to your request within 1 month. However, we may extend this period by up to a further 2 months for complex requests.
We may refuse the request if we believe the information is accurate/complete or there is a legal basis to do so. If that is the case, you will be notified of this.
You have the right to complain to the Information Commissioner’s Office and to seek correction by order of a Court.
If you believe your information is inaccurate or incomplete, you should contact the Health Records Department to ask for it to be corrected.
You will need to fill in a form so that we have the details we need to find your information. You can ask for a form either by emailing subjectaccess@ghc.nhs.uk
Or by post to:
Trust Secretariat
Gloucestershire Care Services NHS Trust
Edward Jenner Court
1010 Pioneer Avenue
Brockworth
Gloucester
GL3 4AW
Blocking the use of your personal data
You can ask us to block the use of your personal data in some circumstances:
- Where you think your personal data is incorrect
- Where you have objected to us using your personal data
- When our use of your personal data is unlawful but you don’t want us to erase your data completely
- If we no longer need the personal data but you need us to keep it in connection with a legal claim.
Where use of your information is blocked temporarily (for example, while we check whether it is accurate) we will inform you when that block is lifted.
If you want to block the use of your information, you should contact the Health Records Department.
You will need to fill in a form so that we have the details we need to find your information. You can ask for a form either by emailing SubjectAccess@ghc.nhs.uk.
Or by post to:
Trust Secretariat
Gloucestershire Care Services NHS Trust
Edward Jenner Court
1010 Pioneer Avenue
Brockworth
Gloucester
GL3 4AW
Asking to have your personal data erased
This is more commonly known as the ‘right to be forgotten’. You may ask to have your data erased where:
- It no longer needs to be kept by us (when it has gone beyond the minimum retention period)
- You withdraw your consent or object to the use of your data and there is no requirement for us to retain the data
- It has been used unlawfully
- There is a legal obligation that we must comply with
- You are under 16 and data has been stored electronically by us at your request
We may refuse your request (in full or part) where there is a legal basis to do so. If that is the case, you will be notified of this.
You will need to fill in a form so that we have the details we need to find your information. You can ask for a form either by emailing SubjectAccess@ghc.nhs.uk
Or by post to:
Trust Secretariat
Gloucestershire Care Services NHS Trust
Edward Jenner Court
1010 Pioneer Avenue
Brockworth
Gloucester
GL3 4AW
Objecting to us using your personal data
You have the right to object to us using/sharing your information, however, there is no automatic right to prevent us using/sharing your information.
Objections will be considered and you will be notified of our decision and the reason for it.
Where we have asked for your consent to collect and use your information, you have the right to withdraw that consent at any time.
You will need to fill in a form so that we have the details we need to find your information. You can ask for a form either by emailing SubjectAccess@ghc.nhs.uk
Or by post to:
Trust Secretariat
Gloucestershire Care Services NHS Trust
Edward Jenner Court
1010 Pioneer Avenue
Brockworth
Gloucester
GL3 4AW
Cookies
We are committed to protecting your privacy and developing technology that gives you the most powerful and safe online experience. Our log files do not contain any personal information (other than that freely given by you) or information about other sites you have visited.
Any personal details provided by you to The Wellbeing Line website must be true, correct and complete. Personal information attached to our website will not be passed on to third parties without the person’s prior consent.
We use Google Analytics software to collect information to help make sure the website is meeting the needs of its users and to help us make improvements.
Google Analytics stores information about
- The pages you visit on theworkingline.co.uk
- How long you spend on each page on our website
- How you got to the site
- What you click on while you’re visiting the site
We don’t collect or store your personal information and we don’t allow Google to use or share our analytics data.
For information on Google analytics cookies please follow this link.
Other websites linked from this site do not necessarily follow the same policies.
Further information on your rights under the Data Protection Act 1998 can be found on the Information Commissioner’s website.
What are Cookies?
A cookie is a small amount of data that is sent to your computer or mobile device from a particular website. This enables the website to recognise your specific computer or mobile device if you should return to the same site.
Cookies are used to improve services for you through, for example:
- enabling a service to recognise your device so you don’t have to give the same information during one task
- recognising that you have already given a username and password so you don’t need to enter it for every web page requested
- measuring how many people are using services, so they can be made easier to use and that there is enough capacity to ensure they are fast
A cookie often includes a unique identifier, which is a randomly generated number. This is stored on your device’s hard drive. Many cookies are automatically deleted after you finish using a website. Cookies are not programs and do not collect information from your device.
What are log files?
Every time the website is accessed an entry is made in the web server’s log file. This tells us broadly where an access is coming from, when it was made, which file was requested and whether the request was successful or not. It usually does not allow us to identify individual users. The data is used to assess usage levels and spot technical problems (such as broken pages or web server errors).
For further information visit www.allaboutcookies.org
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result.
What to do if you have concerns about the use of your information
You can contact the Trust’s Data Protection Officer, Paul Griffith-Williams, at Infogov@ghc.nhs.uk
If we can’t resolve your concern, you have the right to lodge a complaint with the Information Commissioner’s Office, whose contact details can be found here