Privacy notice for Health and Wellbeing Strategic Services

What do we use the information for?

Health and wellbeing strategic services is comprised of the following teams: 

• Sport and active communities team
• Play and community engagement team
• Commuted sums team
• Active Withernsea team

Health and Wellbeing Strategic Services collect, process and hold your personal information in order to provide our services effectively. 

• To enable and support the development of quality sport, play and physical activity opportunities for all residents of the East Riding
• To use in annual / quarterly reports, case studies / testimonials, in printed media, council communications, and social media
• To ensure any application forms (e.g. for funding for commuted sums and grants) are assessed fairly
• To help support East Riding residents with medication, food delivery and welfare checks as part of the council’s emergency response to the Covid-19 pandemic.

What information do we hold and use?

We collect and process the following information:

• Personal information (including full name, full residential address, date of birth)
• Location data (including postcode and telephone number)
• Contact details (such as email address) 
• Medical information (relating to participants’ health which may affect participation in activities/ programmes)
• Information relating to the organisation being represented (including club information, annual accounts, quotes).

On what grounds do we use the information?

We process personal data for the following reasons:

• GDPR Article 6(1)(a) - the data subject has given consent to the processing of is or her personal data for one or more specific purposes; and
• GDPR Article 6(1)(e) - processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

We process special category data for the following reasons:

• GDPR Article 9(2)(a) – the data subject has given explicit consent to the processing of those personal data for one or more specified purposes
• GDPR Article 9(2)(c) - processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent
• GDPR Article 9(2)(h) - processing is necessary for the purposes of preventive 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.

How do we collect this information?

We may collect information in the following ways:

• Paper, electronic or online forms
• Telephone
• Email
• Face to face
• Questionnaires/ Evaluations
• Community Engagement.

Who do we share your information with?

We may disclose your information to others, but only where this is necessary either to comply with our legal obligations or as permitted by Data Protection legislation. We may share it with other public service bodies including the NHS, social care, the police and other local authorities. 

The reasons why we may share your data with other public bodies are as follows:

• To improve our understanding of your needs
• To enable us to inform you of other relevant sport, play and physical activity services
• To monitor and improve our performance and delivery of services
• For the prevention and or detection of crime
• Where necessary to protect individuals from the risk of harm or injury
• Where there is a safeguarding concern highlighted from either a health improvement intervention, individual activity session, through welfare checks / medication or food delivery, or via our face to face work with residents
• Where otherwise permitted under the General Data Protection legislation.

We will only disclose your sensitive or confidential information, such as medical details to a third party, if we are legally required to do so, or where we have good reason to believe that failing to share the information would put you or someone else at risk of harm.

We will not pass your personal information to external organisations for marketing or sales purposes or for any commercial use without your prior expressed consent.

How long do we store it and is it secure?

We have retention schedules in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law.  Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in providing you with a service. 

For information on how long your information will be held visit the retention page.

What rights do you have?

The rights that you have depend upon the grounds upon which we collected your information.  All of the rights you could have are outlined on the data protection rights page.   

In most cases, people who have been involved with the health and wellbeing strategic services will have the following rights:

The right of access - you are entitled to see the information the service holds about you.

The right to rectification - we will amend information accordingly, if any information that the service holds about you is incorrect. 

The right to restrict processing - you may wish to limit how we use your data.

The right to object - in addition to the right to limit the use of your data, you also have a right to object to the use of you data for certain actions.

The right to erasure/right to be forgotten - in certain circumstances, you may be able to ask for some of the information we hold to be deleted. The service has determined that all requests to permanently delete a service user record will be dealt with on an individual basis.

To exercise any of your above rights, please visit the data protection rights page for more information. 

Where can I find out more?

If you want to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance; contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner's Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices. 

Information Commissioner’s Office (external website)

When was this privacy notice last updated?

We will continually review and update this privacy notice to reflect any changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 4 January 2021.