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Privacy Policy

How we use your information

Information Governance (IG) is about how we look after your information. It provides the necessary safeguards for, and appropriate use of, patient and other personal information to ensure that we handle it carefully and confidentially.

Your right to confidentiality and privacy

Please read this Privacy Notice to find out how we use your information and what your rights are. This notice applies to personal data provided to us, both by individuals themselves or by third parties. We process your personal information lawfully, fairly and transparently, and only where we have a lawful basis to do so.

Who are we?

We are the Lancashire Healthy Young People and Families Service which offers a range of child and family services.

These services are provided by Virgin Care Services Limited on behalf of Lancashire County Council. Virgin Care is the data controller for any personal information held about you within the services.

Virgin Care Services Ltd is a limited company registered in England and Wales, number 07557877. Registered office: Virgin Care Services Ltd, 6600, Daresbury Business Park, Daresbury WA4 4GE. Part of the Virgin Care Group of companies.

What information do we collect and how do we use it?

We are required by law to keep records about your health and treatment. We primarily collect your information so that our healthcare professionals can make safe and effective decisions about your healthcare, and also support others providing healthcare services.

We share information in line with the legislation from the Health and Social Care Act 2015 and we collect and share information under the Data Protection Act legislation and the new GDPR (General Data Protection Regulation) legislation as follows:

  •  Personal data: Article 6(1)(e) ‘…necessary for the performance of a task carried out in the public interest or in the exercise of official authority…’.

  • Special category data: Article 9(2)(h) ‘necessary for the purposes of preventative or occupational medicine for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services…”

    Personal data may include:

  • Name, address, date of birth, next of kin, telephone numbers, etc.

Special category data may include:

  • Ethnicity, disability, religion

  • Details of appointments, visits, emergency appointments, etc.

  • Notes and reports relating to health, safeguarding and needs assessments

Please read this Privacy Notice to find out how we use your information and what your rights are. This

notice applies to personal data provided to us, both by individuals themselves or by third parties. We

process your personal information lawfully, fairly and transparently, and only where we have a lawful basis

to do so.

  • Details of prescriptions, treatment and care

  • Results of tests, x-rays, etc.

Information provided by other healthcare professionals or other relevant persons.

The records we keep may be held in paper form or digitally (or both).

We may also use or share your information to monitor and improve the quality of care and treatment we provide, to investigate complaints, legal claims, incidents and for public health purposes.

We support approved research projects where identifiable information is used and you may be asked if you would be willing to take part but you do not have to agree if you do not want to.

Who will we share your information with?

Our partners include other NHS organisations such as hospitals, GPs and ambulance services, as well as local authorities (LAs) public health, social services, education and voluntary or private care provider services.

We may need to share information with our partners and other Virgin Care Support Teams so that we can work together for your benefit and wellbeing and provide the services you require.

We are required by law to report certain information to appropriate authorities. We will only breach confidentiality after careful consideration and our reasons and actions will be documented fully. Examples of this are:

  •  Notification of new births
  • Notification of infectious diseases which may endanger the safety of others  When a court order instructs us to do so
  • To protect children or vulnerable adults.

It may be helpful to share your information with family, friends or other relevant persons. We will only do this if we have your consent.

How do we keep your information safe and confidential?

Everyone working for or on behalf of Virgin Care has a legal duty to protect your confidential information in accordance with the NHS Constitution, Code of Practices, the Data Protection Act 2018 and the common law duty of confidentiality.

We use various techniques to ensure that your information is kept confidential and secure and we follow standard NHS procedures. We ensure that the information we hold is kept in secure locations, is protected by appropriate security and only people with a legitimate reason will have access to it. If we use an external organisation to help run our services, we ensure that our security standards are maintained.

In some circumstances we may anonymise your information (so that it can no longer be associated with

you) for research or statistical purposes, in which case we may use this information indefinitely without

further notice to you.

How do we comply with your rights?

You have the right to be told what information is recorded about you, how your information is used, and have access to the information we hold. You can request a copy of your records, free of charge, via our Data Subject Access Requests (DSAR) portal. If you are applying for your child’s records please select “I am a Representative” and enter your child’s details as the Data Subject.

So that we can keep your details up-to-date, please let us know when you change address or name and tell us if any information in your record is incorrect. If you wish to make a change in relation to a professional opinion that may be in your records we will consider it but we are not legally obliged to make the change, we may instead enter a note of your comments.

You can request erasure of your personal information but this right is only likely to apply if the information was no longer needed for your healthcare or it had been kept for longer than set out in the NHS Records Management Code of Practice (subject to a legal obligation for us to keep it).

You can object to us processing your information if there is no overriding legal reason for us to do so.

You can request that we restrict using or sharing some of the information held about you in certain circumstances, such as where you believe it would cause you distress. If you decide to do this we will discuss with you whether this is likely to affect the care or treatment we can provide.

You have the right to object to your information being used for marketing or for research purposes. If you do consent to us using your information for those purposes you can change your mind and withdraw consent at any time.

If you wish to exercise your rights in relation to the above please contact our Data Protection Officer, details below.

How long do we keep information for?

We will keep your healthcare record in accordance with national guidance: Records Management Code of Practice for Health and Social Care 2016, after which records and confidential information are securely destroyed in line with this code of practice.

What if I have any questions?

You can contact our Data Protection Officer at:

01925 302 514
Data Protection Officer Virgin Care
Progressive House
The Heath Business Park Runcorn

For more information about your rights under the Data Protection Act, contact: The Information Commissioner’s Office
Wycliffe House
Cheshire SK9 5AF

Helpline: 0303 123 1113 (local rate) Email: Website: