Welcome to Trent PTS Working in partnership with the Self Referral Our Locations Contact Us Privacy Statement Trent PTS processes information about you in order to provide health care services, and in doing so has to comply with the requirements of the Data Protection Act (DPA) 2018. This means that data held about you must only be used for specific purposes as defined by law. This Privacy Statement has been created to inform you about the types of information held about you, why that information is held about you, and to whom that information may be shared. Why we collect information about you: Your clinical care team and other health and care professionals caring for you keep records about your health and any treatment and care you receive from the service. These help ensure that you receive the best possible care from us. They may be written down (manual records), or held on a computer. The records may include: Basic information about you, such as name, address, date of birth, NHS number and GP details, Contacts we have had with you, such as treatment sessions Notes and reports about your health and any treatment and care you need such as referral to another service, Details and records about the treatment and care you receive, Relevant information from other health and social care professionals, local authorities, voluntary organisations, relatives or those who care for you and know you well. How your personal information is used: Your records are used to direct, manage and deliver the care you receive to ensure that: The clinical care team and other healthcare professionals involved in your care have accurate and up to date information to assess your health and decide on the most appropriate care for you, The clinical care team and other healthcare professionals have the information they need to be able to assess and improve the quality and type of care you receive, Your concerns can be properly investigated if a complaint is raised, Appropriate information is available if you see another member of the clinical care team, or are referred to another service with your consent How your records are used to help Trent PTS: Review the care we provide to ensure it is of the highest standard and quality. Ensure our services can meet service user needs in the future. Investigate service users’ queries, complaints and legal claims. Prepare statistics on the Company’s performance. Audit Company accounts and services. Helping to train and educate healthcare professionals. Some of this information is held centrally within the Company, but where this is used for statistical purposes stringent measures are taken to ensure that individual service users cannot be identified. Anonymous statistical information may also be passed to organisations with a legitimate interest, including Universities and Research Institutions. Where it is not possible to use anonymised information, personally identifiable information may be used for essential Trent PTS purposes. They may include research and auditing services. This will only be done with your consent, unless the law requires information to be passed on to improve public health. How we keep your records confidential and secure: Everyone working for Trent PTS has a legal duty to keep information about you confidential and secure. You may be receiving other types of care from other organisations as well as Trent PTS e.g. Social Services and the Voluntary Sector. We may need to share some information about you so we can all work together for your benefit. We will only ever use or pass on information about you if others involved in your care have a genuine need for it. When we pass on any information, we will ensure it is kept confidential and secure. Anyone who receives information from us is also under a legal duty to keep it confidential and secure. We are required by law to report certain information to the appropriate authorities. This is only provided after a qualified health professional, as defined under the Data Protection Act 1998 has given formal permission. Occasions when we must pass on information may include: Notification of births and deaths, Where we encounter infectious diseases which may endanger the safety of others such as meningitis or measles, Child or Adult Protection cases, Where a formal court order has been issued, National Treatment Agency for Substance Misuse to monitor the availability, capacity and effectiveness of treatment for drug misuse in England. Who do we share your information with? Everyone working within Trent PTS has a legal duty to keep information about you confidential. Similarly, anyone who receives information from us has a legal duty to keep it confidential. We will share information with the following main organisations: General Practitioners (GPs), Clinical Commissioning Groups and other NHS bodies, Other NHS Trusts, hospitals that are involved in your care You may be receiving care from other service providers as well as Trent PTS, for example Social Care Services. We may need to share some information about you with them so we can all work together for your benefit if they have a genuine need for it as part of your care or we have your permission. Therefore, we may also share your information with: Social Care Services. Education Services. Local Authorities Voluntary and private sector providers working with the NHS. We share information in line with the legislation from the Health and Social Care Act 2015 and we process/share your information under the Data Protection Act legislation and the new GDPR (General Data Protection Regulation) legislation of article 6(1)(c), 6(1)(d), 6(1)(f) and article 9 EU GDPR (processing of special categories of personal data) 9(2)(h) – Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of Union or Member State law or a contract with a health professional. Data Protection Notification Trent PTS is a ‘data controller’ under the DPA. We have notified the Information Commissioner’s Office (ICO) that we process personal data and the details are publicly available from:- Information Commissioner’s Office Wycliffe House Water Lane Wilmslow SK9 5AF ico.org.uk If you have any questions in regards to your information and how it is used, or you wish to make a complaint, please contact Trent PTS Caldicott Guardian on 01332 265 659 or the ICO on the above address. Retention Periods We follow the Company and Department of Health (DOH) policies and guidance in regards to the retention periods of data and information that we hold. Your right to opt out In some instances, you are allowed to request that your confidential information is not used beyond your own care and treatment and to have your objections considered. If your wishes cannot be followed, you will be told the reasons (including the legal basis) for that decision. This includes situations such as to fulfil our safeguarding obligations and any areas where we have legal obligations to share your information. To find out more or to register your choice to opt out, please visit www.nhs.uk/your-nhs-data-matters . On this web page you will: See what is meant by confidential patient information Find examples of when confidential patient information is used for individual care and examples of when it is used for purposes beyond individual care Find out more about the benefits of sharing data Understand more about who uses the data Find out how your data is protected Be able to access the system to view, set or change your opt-out setting Find the contact telephone number is you want to know any more or to set/change your opt-out by phone see the situations where the opt-out will not apply You can also find out more about how patient information is used at www.hra.nhs.uk/information-about-patients (which covers health and care research); and www.understandingpatientdata.org.uk/what-you-need-know (which covers how and why patient information is used, the safeguards and how decisions are made). You can change your mind about choice at any time. Data being used or shared for purposes beyond individual care does not include your data being shared with insurance companies or used for marketing purposes and data would only be used in this way with your specific agreement. Trent PTS has systems and processes in place so we are compliant with the national data opt-out and apply your choice to any confidential patient information we use to share for purposes beyond your individual care. Our organisation ‘is currently’ compliant with the national data opt-out policy. What is the right to know? The Freedom of Information Act 2000 (FOIA) gives people a general right of access to information held by or on behalf of public authorities, promoting a culture of openness and accountability across the public sector. In theory, you can request any information that we hold, that does not fall under an exemption. You may not ask for information that is covered by the Data Protection Act. Your request must be in writing and can be posted to Trent PTS at the address detailed below: Woodlands Lodge 111 Uttoxeter New Road DERBY DE22 3NL Supplementary privacy note on Covid-19 for Service Users This notice describes how we may use your information to protect you and others during the Covid-19 outbreak. It supplements our main Privacy Notice. The health and social care system is facing significant pressures due to the Covid-19 outbreak. Health and care information is essential to deliver care to individuals, to support health and social care services and to protect public health. Information will also be vital in researching, monitoring, tracking and managing the outbreak. In the current emergency it has become even more important to share health and care information across relevant organisations. Existing law which allows confidential patient information to be used and shared appropriately and lawfully in a public health emergency is being used during this outbreak. Using this law the Secretary of State has required NHS Digital; NHS England and Improvement; Arms Length Bodies (such as Public Health England); local authorities; health organisations and GPs to share confidential patient information to respond to the Covid-19 outbreak. Any information used or shared during the Covid-19 outbreak will be limited to the period of the outbreak unless there is another legal basis to use the data. Further information is available on gov.uk here and some FAQs on this law are available here. During this period of emergency, opt-outs will not generally apply to the data used to support the Covid-19 outbreak, due to the public interest in sharing information. This includes National Data Opt-outs. However in relation to the Summary Care Record, existing choices will be respected. Where data is used and shared under these laws your right to have personal data erased will also not apply. It may also take us longer to respond to Subject Access requests, Freedom of Information requests and new opt-out requests whilst we focus our efforts on responding to the outbreak. In order to look after your health and care needs we may share your confidential patient information including health and care records with clinical and non clinical staff in other health and care providers, for example neighbouring GP practices, hospitals and NHS 111. We may also use the details we have to send public health messages to you, either by phone, text or email. During this period of emergency we may offer you a consultation via telephone or videoconferencing. By accepting the invitation and entering the consultation you are consenting to this. Your personal/confidential patient information will be safeguarded in the same way it would with any other consultation. We will also be required to share personal/confidential patient information with health and care organisations and other bodies engaged in disease surveillance for the purposes of protecting public health, providing healthcare services to the public and monitoring and managing the outbreak. Further information about how health and care data is being used and shared by other NHS and social care organisations in a variety of ways to support the Covid-19 response is here. NHS England and Improvement and NHSX have developed a single, secure store to gather data from across the health and care system to inform the Covid-19 response. This includes data already collected by NHS England, NHS Improvement, Public Health England and NHS Digital. New data will include 999 call data, data about hospital occupancy and A&E capacity data as well as data provided by patients themselves. All the data held in the platform is subject to strict controls that meet the requirements of data protection legislation. In such circumstances where you tell us you’re experiencing Covid-19 symptoms we may need to collect specific health data about you. Where we need to do so, we will not collect more information than we require and we will ensure that any information collected is treated with the appropriate safeguards. We may amend this privacy notice at any time so please review it frequently. The date at the top of this page will be amended each time this notice is updated. Working in partnership with the Working with Us Cookies Policy Privacy Statement Contact Us Accessibility Gender Pay Gap Report 2021 Need to talk to someone? Derbyshire 01332 265659 | Nottinghamshire 0115 896 3160 | Chesterfield 01246 387 498 Patient portal