How we handle your information

Local Health Services such as hospitals, like ourselves, and GP Practices will record and keep your information to ensure you receive the best possible care.

These records include:

  • Your name, date of birth, NHS Number and contact details
  • Information about your appointments and clinical visits
  • Reports and notes about your health, treatment and care
  • Relevant information about people who care for you, such as next of kin and other Health Professionals

This information provides essential reference for Health Professionals who you see, in all parts of the NHS. It also enables us to investigate any issues, complaints or legal claims.

All NHS Staff have a legal duty to keep your information confidential and secure and records are held securely and in the strictest confidence.

To read the Trust’s Patient Privacy Notice, click HERE

This Privacy Notice explains what information we collect about you, how we store this information, how long we retain it and with whom and for which legal purpose we may share it.

What information do we collect online?

You may choose to submit personal information about yourself (e.g. name, email, address) through the webforms we provide. By entering and submitting your details in the fields requested, you are consenting to Yeovil District Hospital NHS Foundation Trust  and our service providers to process your data and provide you with the services you select. Any information you provide to the Yeovil District Hospital NHS Foundation Trust   will only be used by us, our agents and service providers and will not be disclosed unless we are obliged or permitted to by law to do so.

Processing your Information

We process personal information to enable us to:

  • provide healthcare services for patients
  • provide feedback on services
  • data match under the national fraud initiative
  • research
  • support and manage our employees
  • maintain our accounts and records
  • use CCTV systems for crime prevention
  • use Body Worn Video Camera (BWV). There are a number of proven uses and benefits such as evidence/record of events, deterring violence and aggression, training and staff development.
  • Use Automatic Number Plate Recognition (ANPR)

Type/classes of information processed

We process relevant information including (but not limited to):

  • Personal details
  • Family details
  • Education, training and employment histories
  • Financial details
  • Goods and services
  • Lifestyle and social circumstances
  • Visual images, personal appearance and behaviour
  • Details held in the patients’ record
  • Responses to surveys

We also process ‘special category’ classes of information that may include:

  • Racial and ethnic origin
  • Offences and alleged offenses
  • Criminal proceedings, outcomes and sentences
  • Trade union membership
  • Physical and mental health details
  • Religion and beliefs
  • Sexual life
  • Genetic data
  • IP addresses

We process personal information about:

  • Our patients
  • Suppliers
  • Employees
  • Complainants, enquirers
  • Survey respondents
  • Professional experts and consultants
  • Individuals captured by CCTV or BWV images

Sharing information

We sometimes need to share the personal information we process with the individual themselves

and also with other organisations. Where this is necessary we are required to comply with all aspects of general data protection regulation. Only information that is relevant will be shared following the seven principles of information sharing (Caldicott2 Principles):

  • Formal justification of purpose
  • Information transferred when absolutely necessary
  • Only the minimum required
  • Need to know access controls
  • All to understand their responsibilities
  • Comply with and understand the law
  • The duty to share information can be as important as the duty to protect patient confidentiality.

Where necessary or required we share information with:

  • Our patients
  • Family, associates and representatives of the person whose personal data we are processing
  • Staff
  • Current, past or potential employers
  • Healthcare, social and welfare organisations
  • Suppliers, service providers, legal representatives
  • Auditors and audit bodies
  • Survey and research organisations
  • People making an enquiry or complaint
  • Financial organisations
  • Professional advisers and consultants
  • Police forces
  • Security organisations
  • Central and local government
  • Voluntary and charitable organisations
  • Regulatory bodies; e.g. Care Quality Commission (CQC).

Legal Basis for Processing – What are the lawful bases for processing?

The lawful bases for processing are set out in Article 6 of the General Data Protection Regulations.  At least one of these must apply whenever we process personal data:

(a) Consent: you have given clear consent for us to process your personal data for a specific purpose.

(b) Contract: the processing is necessary for a contract we have with you or because you have asked us to take specific steps before entering into a contract.

(c) Legal obligation: the processing is necessary for us to comply with the law (not including contractual obligations).

(d) Vital interests: the processing is necessary to protect someone’s life.

(e) Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.

(f) Legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party unless there is a good reason to protect your personal data which overrides those legitimate interests. (This cannot apply if we are a public authority processing data to perform our official tasks)

We collect and process your Personal Data for a variety of purposes as outlined in the Trust’s Privacy Notice. 

Managing preferences and withdrawing consent

Consent means offering individuals genuine choice and control. Under the General Data Protection Regulation, consent requires a positive opt-in.   We will not use pre-ticked boxes or any other method of consent by default.  We would obtain consent for the following reasons:      

  • Marketing & Communication
  • Sharing with 3rd Party Services

As explicit consent requires a very clear and specific statement of consent, we will ensure that this is done:

  • We will keep consents separate from other terms and conditions
  • Be specific and granular, clear and concise
  • We will name any third party controllers who will rely on consent as required
  • Make it easy for people to withdraw consent.

We will:

  • keep evidence of consent – who, when, how and what individuals were told
  • keep consent under review and refresh if and when anything changes
  • avoid making consent a precondition of a service.

Changes to our policy

If our Privacy Notice changes in any way, we will place an updated version on this page. Regularly reviewing the Notice  ensures you are always aware of what information we collect, how we use it and under what circumstances, if any, we will share it with other parties.