Data protection – what is this all about?

We want to let you know that your information is safe with us.

In 2018 a new law was made to help keep your information safe – things like your address, date of birth and phone number. This is called the UK Data Protection Act. When we provide your medical or clinical care, we collect information about you when you come to see us. This law tells us exactly what we are allowed to do with the information. It’s our job to tell you how we will collect the information, how we will record it, and how we will use it.

In this notice, you will see different names or terms used that you may not be familiar with such as:

  • Data Controller: This is the person (or group of people, like Kingston and Richmond NHS Foundation Trust) who are in charge of the information (sometimes called data) we collect.
  • Data processor: This person (or group of people) is given instructions by the controller on how to collect, record, keep, change or share your information.
  • Data Protection Officer (DPO): This person makes sure we do everything the law says. The Trust Data Protection Officer is Janice Sorrell and can be contacted at Janice.sorrell@nhs.net
  • Personal data: This means any information that can be used to identify you, such as your address and date of birth.

We need to have a good reason to ask for and keep your personal information. It's called the 'lawful basis for processing'. We will only collect your information when we need it to help us do our job or to follow the law. The healthcare staff that work with you to provide your care will keep records about the treatment and support you receive. All the information collected is called a health or patient record.

When we’ve collected it, here’s how we use it:

  • To make sure you are ok – to support the things we have done to help you.
  • To check and report on how you are doing
  • To provide a complete record of your time with us and how we have helped you
  • For people working in the Trust to make decisions and provide treatments for you
  • To make sure we follow with the law which looks after your information.

  • your personal information: This your name, address, your birthday, the year you were born, the name of your family doctor and any information which your parents or doctors give to us
  • diversity information: This includes information about your needs and things that are important to you and includes your ethnicity, your religion and any disabilities you may have
  • your visits to the Trust: the reason why you are coming to see us, what care or treatments we have given you and any results from tests.

Each time you come to see us, we will write down information that you tell us, information that we tell you and any medicines or exercises we give you. That way, we can look back at your record to see what we have done for you to make sure we are treating you in the best way.

You must provide the information we need. It is important for us to have the information so that we can take care of you. You can let us know if you are uncomfortable with sharing information, we will chat with you to explain who we might share information with and why.

Everyone working at the Trust understands that they need to keep your information safe. We are not allowed to share information to anyone who shouldn’t see it. This includes talking to them about it. Your information may be shared with other people who will help you get medical treatment or support you and your family with other services.  We will also share this information with your parents or carers, unless you ask us not to.

We will share some of the information we record about you with:

  • Family doctor
  • Parents/guardians
  • Healthcare staff involved in your care
  • School/ Social Worker
  • Another NHS organisation

We must keep children’s information until their 25th Birthday. We have a policy that tells us when to keep it and when to destroy records.

  • To be told how we use your information.
  • How we make sure that the information is kept secure
  • Ask to see the information we hold.
  • Ask us to change information you think is wrong

If you are worried about how we get and use your information you can speak to the Data Protection Officer, who will be able to help you and answer any questions that you have.

To access your record, you or a parent/guardian can use a subject access request form on the website.