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Public Health Volunteer Programme Privacy Notice

What information do we collect?

  • Name, address, contact details including email address, telephone number, emergency contact details, basic health information (where relevant to the role), date of birth, gender, employment status, ethnicity and disability.
  • Copies of official identification for DBS check
  • Correspondence (emails, letters and social media posts)
  • Photographs, quotes and case studies/ stories

Who uses this information?

Health and Wellbeing Division (Public Health team)

Why do we use this information?

We use this information about you to:

  • Carry out relevant checks prior to you joining the volunteer programme (e.g. DBS).
  • Communicate with you about your volunteer placement via letter, email or telephone.
  • Match you to an appropriate volunteer placement.
  • Monitor and improve the volunteer programme to ensure it is delivered fairly.

With your consent we use photographs, quotes and case studies/ stories, to promote the volunteer programme through social media, websites, e-bulletins and printed marketing materials.

We will not publish details or full names (i.e. first name and surname) of you next to an image, quote or case study/ story without your consent.

What is the legal basis for processing your personal information?

You or your legal representative have given consent.

Who are we likely to share this information with?

With other organisations or companies (with your consent):

  • Contact details may be shared with organisations who deliver lifestyle services on behalf of public health and offer placements for public health volunteers.

Information may also be shared with other council departments or third parties where legal to do so – for full details see Dudley Council’s main Privacy Notice

How do we keep this information secure?

  • Electronic information is stored securely on databases, systems or onsite servers located in our secure data centres.
  • Paper information is in locked storage.
  • Access to your information is restricted to staff directly involved in co-ordinating the volunteer programme.

How long do we keep this information?

Data you share with us on social media is stored on those social media sites. You are advised to check the privacy notices or terms and conditions of your social media sites for more information. Dudley Council has no authority or control of any information retained on social media sites.

Information you voluntarily supply to us in order for us to communicate with you will be kept until you ask to leave the volunteer programme.

Any photographs, quotes, and case studies/ stories which you have consented for us to use, will be stored on our internal servers for the duration of your volunteer placement. You can request that your photo, quote or case study/ story is deleted at any point before this time.

Photos, quotes or case studies/ stories used on social media and other digital platforms are deemed ‘published’ and in the public domain. Where reasonable and practical we will endeavour to delete such published personal information on request, however we cannot be responsible for any copies of the material created by subsequent sharing by a third party.


What are your rights?

You have the right to request public health to stop processing your personal data in relation to the volunteer programme by emailing publichealthvolunteers@dudley.gov.uk or calling 01384 816256.

When you request the removal of your personal information or when you leave the volunteer programme your personal file will be confidentially destroyed. If your role involved working with children and young people your records will be securely archived and held for 25 years in line with Dudley Council’s retention guidelines.

For more details on your rights please visit Dudley Council’s main Privacy Notice


National data opt-out

National Data Opt-Out and use of NHS data.

Whenever you use a health or care service, such as attending Accident & Emergency or using Community Care services, important information about you is collected in a Care or Patient record for that service. Collecting this information helps to ensure you get the best possible care and treatment.
The information collected about you when you use these services can also be used and provided to other organisations for purposes beyond your individual care, for instance to help with:

•  improving the quality and standards of care provided
•  research into the development of new treatments
•  preventing illness and diseases
•  monitoring safety
•  planning services

This may only take place when there is a clear legal basis to use this information. All these uses help to provide better health and care for you, your family and future generations. Confidential patient information about your health and care is only used like this where allowed by law.

Most of the time, anonymised data is used for research and planning so that you cannot be identified in which case your confidential patient information isn’t needed.

You have a choice about whether you want your confidential patient information to be used in this way. If you are happy with this use of information you do not need to do anything. If you do choose to opt out your confidential patient information will still be used to support your individual care.
To find out more or to register your choice to opt out, please visit 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 if 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:
NHS UK Information About Patients (which covers health and care research); and
Understanding Patient Data What You Need to Know (which covers how and why patient information is used, the safeguards and how decisions are made)

You can change your mind about your 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.

Health and care organisations have until March 2021 to put systems and processes in place so they can be compliant with the national data opt-out and apply your choice to any confidential patient information they use or share for purposes beyond your individual care.