The information below relates to the information that we keep on you if you are a patient of ours.
What data do we collect and where from?
We collect data directly from you including the following:
- full name
- address and postcode
- email address
- date of birth
- phone number/s
- details of your insurer/ organisation providing funding for your treatment
- details of your GP / consultant
We keep detailed records of our assessment and treatment of your condition.
We also collect information that you may voluntarily provide to us such as complaints, comments or praise about our service.
What do we use your data for?
Primarily, we use your data to provide you with a vocational rehabilitation or healthcare services to support you to optimise your health & wellbeing. As some of the data required for this relates to health, it is managed in accordance with the data protection laws regarding special category data. We may also use your health data for professional training within the team. We also use anonymised data for marketing or research outside the organisation. A comprehensive consent form is completed prior to any service commencing.
What is our legal basis for using your data?
Data protection law says that we have to tell you the legal basis that we rely on to process your personal data for the purposes that we have notified to you. The legal basis for processing your data is for the provision of health and social care under Article 9 of the UK GDPR.
How long do we keep your data for?
In accordance with professional guidelines, your data is kept for 7 years. This is in case there is a query or problem regarding the service we provided to you.
Who do we share your data with?
Information is not shared without your consent. When we work with you we ask for consent to share relevant information between trusted clinical and non-clinical members of the team within W2W in order to provide you with high quality interdisciplinary and administrative support. We obtain your consent to share information with your referrer in order to provide a joined up service to enable you to achieve your health or vocational rehabilitation goals. We may be asked by your employer to provide information and, with your consent, we only share the minimum required to achieve the agreed goal.
If we wish to use your information as a case study in the public or professional domain to highlight the benefit of value of the service then additional consent is sought and appropriate anonymisation or pseudonymisation. If your data is to be used for research or statistical purposes then it is fully anonymised.
What rights do you have?
The Information Commissioner’s Office advises that you have a number of rights under the data protection law. https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/
As an example, for the right to access, often known as ‘subject access right’ (SAR), individuals are asked to let a member of the team know either verbally, or in writing, if they
wish to see their records. W2W strives to continually implement best practice strategies to ensure that individuals’ rights are embedded in day-to-day practices.