Privacy Notice

PRIVACY NOTICE FOR CLIENTS

Under the Data Protection legislation, we are required to provide you with information relation to the personal data that we collect from you and use during your time as a client with us.
Why we need to collect, process and hold your data.
There are several reasons why we need to collect, process and hold your data as our client:

• We will need your details for us both to fulfil our obligations to each other, and to offer a support service to you.

• There may be legal, contractual and statutory obligations that Positive Health (Lincolnshire) must fulfil either on your behalf or on behalf of the organisation which require us to collect, use and hold your personal data. For example, we may also need data to establish, exercise or defend a legal claim relation to our service provision to you.

• As an organisation, we may have legitimate interests in collecting and using data to improve the performance of the charity.

• As an organisation offering you support, help and advice we may need your personal data and special category personal data, such as physical and mental health related information, to deliver our services to you.

• Sometimes we may need to share information with other organisations involved in your care, whom you have consented us to refer to on your behalf.

• There may be some occasions where we need to share information about you without your consent under Data Protection Legislation. Any processing (including sharing) will only take place where the law allows and when we have a lawful basis in place under Data Protection legislation (see below-who do we share your personal data with)

What personal data do we need from you?
• Name
• Address
• Telephone Number
• Email Address
• Date of Birth
• HIV Status/details
• Co morbidities and other health issues
• Next of Kin/Carer Contact Details
• Benefit & Finance details
• Housing details
• Healthcare provider

Who has access to your personal data?
We are committed to restricting access to personal data to just those individuals who may need it to meet their or Positive Health (Lincolnshire) obligations. The specific data each individual has access to is limited to only that which is necessary for them to be able to carry out their function. For Positive Health (Lincolnshire) this means the following may have access to some or all of your data:

The Social Care Manager
The Senior Social Care Worker
Your Social Care Worker
The Chief Officer

Our IT Provider and Use of emails.
We use an IT support provider to give us technical support for small businesses. Our IT Provider does not have access to any information that could identify you, from their perspective. IF our IT provider is helping us resolve a technical enquire, they may need temporary access to our systems but do not see your identifiable information.

We may need to communicate with you, or about you using our email platform. In these cases information about you is de-personalised, however it is still your personal data as we use it internally, to identify you. Apart from email, we do not store your details on any other digital platform or system.
De-personalisation helps us to reduce the risk of you being identifiable to any third party, in the event of any security or data breach (see below for de-personalisation).

Who do we share your personal data with outside of the organisation?
To fulfil our regulatory and contractual obligations we will sometimes need to share your personal data with third parties out of Positive Health (Lincolnshire). In all cases we have committed to limiting the personal data that we share, to only that which is necessary for them to be able to carry out the function we have contracted with them to perform. However, we take your privacy seriously and will therefore, never sell your personal data to anyone and will take suitable precautions to keep it secure.

Your data may be shared with :
Lincolnshire County Council – Adult Social Care Team
Lincolnshire Community Health Care Services
Housing Providers
Department of Work and Pensions
Welfare Benefits
Healthcare Professionals

De-Personalisation/Anonymity:

We take steps to depersonalise your information wherever possible, using a unique client numbering system. Your full client file containing your identifiable, sensitive information (hard copy) is never take out of secure office/locked and fire-proof filing systems.

Reports we create and share are based on de-personalised information and do not include anything that could be used by others, to identify you. At the point of publication or sharing reports are anonymous. This includes for example, when we send statistics about our service to Lincolnshire County Council who contract us to deliver some of our services to you.

How long will we retain your personal data?

We will retain all your personal data for the duration of your support service and for a further 7 years after your support service ends.

What rights do you have as a client under the GDPR?

You have 8 rights under the GDPR regarding the personal data we hold.

• Right to be informed
• Right of Access
• Right to rectification
• Right to erasure
• Right to restrict processing
• Right to data portability
• Right to Object
• Rights related to automated decision-making including profiling

Further information can be found on Information Commissioner’s Office website (ICO) https://ico.org.uk/

What to do if you believe that the information we have collected and are using is incorrect?

It is important for both you and Positive Health (Lincolnshire) that we hold up to date and accurate information and that the accuracy is maintained during your support service with us. It is your responsibility to bring to the attention of the Social Care Team any change in circumstance, eg: change of address – telephone number.

What to do if you have a concern or complaint about how we store, use or share your personal data?

Initially, Positive Health (Lincolnshire) would encourage you to raise this with the Chief Officer, who should be able to resolve the matter informally. If following this you do not believe that your concern has been adequately addressed, then you raise your complaint through Positive Health (Lincolnshire)’s grievance procedure which is detailed in the appropriate policy and procedure.

In the unlikely event that Positive Health (Lincolnshire) have been unable to address your concern internally, you may call the Information, Commissioners Office Helpline on 0303 123 1113.

Useful Information :

Our Data Controller : The Admin Assistant
Our Data Protection : The Chief Officer

ICO : website :- https://ico.org.uk