Privacy Notice for Chaplaincy Referrals

This privacy notice tells you what to expect us to do with your personal information.

Contact Details

Data Protection Officer

Our Data Protection Officer is Carl Starbuck and is responsible for monitoring our compliance with data protection requirements. You can contact him with queries or concerns relating to the use of your personal data by emailing Information Governance.

Chaplaincy Service Lead

Write to our Chaplaincy Service Lead Laurence McGonnell

Multi-faith Centre
The Mount
44 Hyde Terrace
Leeds
LS2 9LN

To contact us by telephone: 0113 85 55513

Email the Chaplaincy Service.

What information we collect, use, and why

We collect or use the following information to provide chaplaincy support to service users, their families, and carers. We collect the following to record the referral data on our internal database:

• Name, address and contact details
• Date of birth
• NHS number

We also collect the following special category information (where applicable) to provide chaplaincy support. This information is subject to additional protection due to its sensitivity:

• Religious or philosophical beliefs

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability – You have the right to ask whether we transfer the personal information you gave us to another organisation, or to you. Read more about data portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide patient care, services, pharmaceutical products and other goods are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Where we get personal information from

• Directly from you
• Family members or carers
• Other health and care providers
• No other source

How long we keep information

Your information is securely stored for the time periods specified in the Records Management Code of Practice. We will then dispose of the information as recommended by the Records Management Code for example we will:

• securely dispose of your information by deleting the information when the project is finished or when you have expressed to the controller you want your information to be disposed of.

Duty of confidentiality

We are subject to a legal duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where:

• you’ve provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses);
• we have a legal requirement (including court orders) to collect, share or use the data;
• on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime);
• the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied.

National data opt-out 

We comply with England’s national data opt-out because we’re using confidential patient information for purposes beyond individual care. To find out more or to register your choice to opt out, please visit the your NHS data matters page.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF

Helpline number: 0303 123 1113

Visit the ICO website to make a complaint.