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Wellbeing for Warwickshire Privacy Statement

About Us

Wellbeing for Warwickshire is a collaborative partnership between Coventry, Warwickshire and Worcestershire Mind (CWW Mind), Kooth plc and KeyRing.

The service is commissioned by Warwickshire County Council to provide mental health and wellbeing support to people aged 16 and over who live in Warwickshire or are registered with a Warwickshire-based GP.

We take your privacy seriously and are committed to protecting your personal information.

Each organisation within the partnership is responsible for the personal information it collects, uses and holds about you. Each provider maintains its own secure records and acts as a separate data controller for the services it delivers.

If we believe another organisation within the partnership could provide you with more appropriate support, we may offer to refer you to them. We will explain what information needs to be shared and seek your consent before making the referral.

You can find more information about how each organisation manages personal information in its own privacy notice:

If you have any questions about how your personal information is used, please speak to a member of staff or call us on 0800 616171.

Data Controllers

Each organisation in the Wellbeing for Warwickshire partnership acts as an independent data controller for the personal information it collects and processes in connection with the services it provides.

Where personal information is shared between organisations within the partnership, each organisation remains responsible for complying with its own obligations under UK data protection legislation.

For information about how a particular provider uses your personal information, or to exercise your data protection rights, please contact the organisation that is providing your support.

What information do we collect and keep?

We collect personal information to help us understand your needs, provide appropriate mental health and wellbeing support, and maintain an accurate record of the support you receive.

Depending on your circumstances and the support you need, this may include:

  • Your name, date of birth and contact details.
  • Demographic and equality monitoring information, such as your ethnicity, gender and disability.
  • Information about your mental health, wellbeing and support needs.
  • Referral information, support plans, case notes and information about your progress and outcomes.
  • Details of your GP or other healthcare professionals involved in your care.
  • Information relating to safeguarding or risks to your safety or the safety of others, where relevant.
  • Emergency contact or next of kin details, where appropriate.

We will only collect information that is relevant and necessary for the support we provide.

Providing equality monitoring information is optional. You can choose ‘prefer not to say’ when answering these questions, and this will not affect the support you receive.

We may also need to collect special category information about your mental or physical health to understand your needs and provide appropriate support. We will explain why this information is needed and how it will be used.

We do not routinely collect information about criminal convictions or offences. However, we may need to record relevant information where this is necessary to assess or manage safeguarding concerns or risks.

How will we use your information?

We use your personal information to:

  • Understand your needs and provide appropriate mental health and wellbeing support.
  • Plan, deliver and record the support you receive.
  • Assess and manage any risks to your safety or the safety of others.
  • Monitor your progress and evaluate the effectiveness of our services.
  • Arrange referrals to other organisations within the partnership, with your consent.
  • Monitor and improve the quality and accessibility of our services.
  • Meet our legal, contractual and safeguarding responsibilities.

We also use information to monitor service performance and report to Warwickshire County Council and other relevant commissioners or funders.

Individual providers may use pseudonymised information internally for reporting, service evaluation and analysis. This means that direct identifiers, such as names, are removed or replaced with a reference number.

We do not make decisions about you based solely on automated processing.

What is our legal basis for using your information?

We collect and use personal information where it is necessary to provide mental health and wellbeing services, maintain service-user records, meet legal and safeguarding responsibilities, and monitor and improve the services we provide.

Depending on the circumstances, the lawful basis used will vary between organisations and processing activities. Further information about the lawful bases relied upon by each provider can be found in their individual privacy notices.

Lawful bases may include:

  • Compliance with a legal obligation.
  • Legitimate interests pursued by the organisation providing the service.
  • Consent, where this is required.

As some of the information we process relates to your health and wellbeing, we also rely on additional conditions under Article 9 UK GDPR for processing special category data. These may include:

  • Provision of health or social care or treatment.
  • Reasons of substantial public interest, including safeguarding.
  • Explicit consent, where required.

Each organisation within the partnership is responsible for identifying the appropriate lawful basis and special category condition for the processing activities it carries out. Further information can be found in the individual privacy notices of the relevant provider.

Withdrawing consent for a particular activity does not automatically mean that your entire service-user record will be deleted. We may still need to retain certain information where another lawful basis applies or where we are required to do so by law.

Where will we get your information from?

We usually collect information directly from you when you contact us, complete a referral or assessment, or receive support.

We may also receive information from:

  • A person or organisation referring you to the service, such as your GP or another support organisation.
  • Other organisations within the Wellbeing for Warwickshire partnership, where you have agreed to a referral.
  • Health and social care professionals involved in your support, where appropriate.
  • Family members, carers or other people you have asked us to speak to about your needs.

In certain circumstances, we may also receive information from other organisations where this is necessary to protect you or another person from harm.

Who will we share your information with?

We will only share your personal information where there is an appropriate reason and lawful basis for doing so.

Depending on your circumstances, this may include sharing relevant information with:

  • Other organisations within the Wellbeing for Warwickshire partnership, where you have agreed to a referral.
  • Your GP or other health and social care professionals involved in your support, where appropriate.
  • Other organisations providing support to you, where you have agreed to the information being shared.
  • Safeguarding authorities, emergency services or other relevant organisations where sharing is necessary to protect you or another person from harm.

We will only share information that is relevant and necessary for the purpose.

In most circumstances, we will discuss information sharing with you. However, there may be situations where we need to share information without your consent to protect you or another person from serious harm, to meet safeguarding responsibilities, or where we are required to do so by law.

Each provider maintains its own service-user records. Providers do not have unrestricted access to one another’s case management systems.

Where a referral to another provider may be appropriate, we will explain what information needs to be shared and seek your consent before making the referral.

Aggregated monitoring and statistical information is shared with commissioners and funders to demonstrate how our services are performing. Individual service-user records are not shared for routine partnership reporting.

How will we keep your information safe?

Each organisation within the partnership is responsible for keeping the personal information it holds secure.

Information may be collected using paper forms or digitally and is stored within the relevant provider’s secure systems.

We use appropriate security measures to protect your information, including restricting access to authorised staff who need it to carry out their roles.

Paper records are stored securely and confidentially destroyed when no longer required. Personal information shared with other organisations is transferred using appropriate security measures.

Personal information collected through the Wellbeing for Warwickshire service is stored and processed within the United Kingdom.

We regularly review our security arrangements and have processes in place to manage and respond to any personal data breaches in accordance with applicable data protection legislation.

How long will we keep your information?

Each organisation within the Wellbeing for Warwickshire partnership has its own retention policy, which sets out how long different types of personal information are kept.

Retention periods may vary depending on the organisation providing your support, the type of information held and any applicable legal or safeguarding requirements.

When information reaches the end of its retention period, it will be securely deleted or anonymised, unless there is a lawful reason to retain it for longer.

You can find further information about the retention periods that apply to your records in the privacy notice of the organisation providing your support.

What are your data protection rights?

Under UK data protection legislation, you have rights relating to your personal information.

These include the right to:

  • Be informed: Understand how your personal information is collected, used, shared and stored.
  • Access your information: Request a copy of the personal information an organisation holds about you.
  • Correct your information: Ask for inaccurate or incomplete information to be corrected.
  • Request erasure: Ask for your information to be deleted in certain circumstances.
  • Restrict processing: Ask for the use of your information to be restricted in certain circumstances.
  • Object to processing: Object to certain types of processing, depending on the lawful basis being used.
  • Data portability: Request that your information is provided to you or transferred to another organisation in certain circumstances.
  • Withdraw consent: Where we rely on your consent to process or share information, you can withdraw that consent at any time.

We will normally respond to requests relating to your information within one calendar month, although this may be extended where permitted by data protection legislation.

These rights are not absolute and may depend on the circumstances and the lawful basis on which your information is processed.

If you would like to exercise any of your rights, please contact the organisation providing your support. If you are unsure who to contact, please speak to a member of staff or call 0800 616171.

Questions or concerns

If you have any questions about how your personal information is used, or if you wish to exercise your data protection rights, please contact the organisation providing your support.

If you remain dissatisfied after raising your concerns with the relevant organisation, you have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection matters.

Website: www.ico.org.uk

Telephone: 0303 123 1113

The ICO recommends that individuals raise concerns with the organisation concerned before making a complaint.

Contacting us about this privacy statement

If you have any questions about this privacy statement, please contact Wellbeing for Warwickshire on 0800 616171, or speak to a member of staff.

Changes to this privacy statement

We keep this privacy statement under regular review and may update it from time to time to reflect changes in legal requirements, our services, or how personal information is processed.

Effective date: 22 September 2026
Last reviewed: 22 September 2026
Version: 1.3