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  • This is Your Personal Data

    NHS Northumbria International Alliance

    How we handle your information

    Information for the public

    Everyone working for NHS Northumbria International Alliance has a legal duty to keep and process information about you in accordance with the law.

    This document explains why we ask for your personal information, how that information will be used and how you can access your records.

    These records may include:

    • basic details about you, for example, name, address, job title
    • business information about yourself
    • contact we have had with you, for example, appointments & letters of correspondence,
    • details and records about the service you have received,
    • relevant information from other people that we have been in contact with in relation to the service that you have received
    Why is information recorded about me?

    We collect information about you when you visit our website, to enable us to provide you with a service.

    Records may be written down (manual records), or kept on a computer (electronic records).

    What is the information used for?

    Your records are used to help ensure that we provide you with the information about our services.

    It is important that your records are accurate and up-to-date as they will help make sure that our staff are able to provide you with the help, advice or support you select.

    If you do not provide us with this information then we will not be able to provide you with the information about our services




    Type of data

    Lawful basis for processing including basis of legitimate interest

    To register you as a new customer

    (a) Identity

    (b) Contact

    Performance of a contract with you

    To enable you to partake in a prize draw, competition or complete a survey

    (a) Identity

    (b) Contact

    (c) Profile

    (d) Usage

    (e) Marketing and Communications

    (a) Performance of a contract with you

    (b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)

    To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

    (a) Identity

    (b) Contact

    (c) Technical

    (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

    (b) Necessary to comply with a legal obligation

    To deliver relevant website content to you and measure or understand the effectiveness of the advertising we serve to you

    (a) Identity

    (b) Contact

    (c) Profile

    (d) Usage

    (e) Marketing and Communications

    (f) Technical

    Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)

    To use data analytics to improve our website, products/services, marketing, customer relationships and experiences

    (a) Technical

    (b) Usage

    Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

    To make suggestions and recommendations to you about goods or services that may be of interest to you

    (a) Identity

    (b) Contact

    (c) Technical

    (d) Usage

    (e) Profile

    Necessary for our legitimate interests (to develop our products/services and grow our business)

    How long for?

    Your details will be kept for 6 years. Processing is kept to a minimum and will only be processed in accordance with the law.

    Occasions when your information needs to be disclosed (shared) include:

    •  when you wish to receive information from some of our partners;
    • where the health and safety of others is at risk,
    • when the law requires us to pass on information under special circumstances,
    Partner organisations

    NHS Northumbria International Alliance is collaboration between Northumberland County Council and Northumbria Healthcare NHS Foundation Trust.

    Information will be processed within the EEA and will not be shared with overseas recipients.

    Can I see my records?

    The General Data Protection Regulation allows you to find out what information is held about you, on paper and computer records. This is known as ‘right of subject access’ and applies to your NHS Northumbria International Alliance records along with all other personal records.

    If you wish to see a copy of your records you should submit a Subject Access Request which is available on our website or by contacting the Information Governance Office directly. You are entitled to receive a copy of your records free of charge, within a month.

    In certain circumstances access to your records may be limited, for example, if the records you have asked for contain information relating to another person.

    Do I have Other Rights?

    Data Protection laws gives you the right:

    • To be informed why, where and how we use your information.
    • To ask for access to your information
    • To ask for information to be corrected if inaccurate or incomplete.
    • To ask for your information to be deleted or removed where there is no need for us to continue processing it.
    • To ask us to restrict the use of your information.
    • To ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information.
    • To object to how your information is used.
    • To challenge any decisions made without human intervention (automated decision making).
    • To lodge a complaint with the Information Commissioner’s Office whose contact details are below.
    • If our processing is based upon your consent, to withdraw your consent.
    Use of cookies 

    When we provide services, we want to make them easy, useful and reliable. Where services are

    delivered on the internet, this sometimes involves placing small amounts of information on your

    device, for example, computer or mobile phone. These include small files known as cookies.

    They cannot be used to identify you personally.

    These pieces of information are used to improve services for you through, for example:

    • Enabling a service to recognise your device so you don’t have to give the same information several times during one task
    • Recognising that you may already have given a username and password so you don’t need to do it for every web page requested
    • Measuring how many people are using services, so they can be made easier to use and there’s enough capacity to ensure they are fast

    You can manage these small files yourself and learn more about them at Directgov.

    Further information

    If you would like to know more about how we use your information, or if for any reason you do not wish to have your information used in any of the ways described in this leaflet, please tell us. Please contact Sarah Green on (+44) 0 1670 622580

    Data Protection Officer: Fay Cooper, informationgovernance@northumberland.gov.uk
    Information Commissioner : https://ico.org.uk/