Privacy statement
About us
Wellbeing for Warwickshire is a collaborative partnership-delivered service, comprising Coventry and Warwickshire Mind, Kooth plc, Connect Assist, Key Ring and South Warwickshire and Worcestershire Mind.
The collaborative partnership is commissioned by Warwickshire County Council to deliver low-level and early intervention support for people aged 16 or over living in Warwickshire or registered with a Warwickshire-based GP.
As a collaborative partnership we have all made a privacy commitment and agreed to take the management of private and personal information seriously.
At point of entry to the service, the basis for handling and sharing data will be explained – either by phone or in-person. As a collaborative partnership, each party acts as data controllers, joint controllers and processors. This is contingent on the nature of each individual enquiry and the nature and structure of the support that is provided. If you want to find out about this in more detail please call 0800 616171
Please see individual organisation websites for individual operational privacy statements, and subsequent links to data protection policies and confidentiality policies.
What data do we keep?
We need to keep certain information (data) to provide support around mental health.
We use two legal bases for processing information under Data Protection Regulations:
In most adult services, data is processed under ‘contract’ as we need this information to provide effective and efficient support. Once the information is given to us, we do not need permission to process it. There is also data that we need to ask for, for which we DO need consent:
- Equality information – we need to ask for this to comply with Equality Act 2010, but you can choose not to give it
- Care plans / medical reports / criminal convictions – we need this information to understand your mental health needs to further assess risk, but we do need to ask for your explicit consent first as this is more sensitive data.
Certain adult services are provided using ‘legitimate interests’. This means that we do not need permission to process any information that is necessary to provide appropriate support.
For further information about what data we keep and how, please call 0800 616171
How will the data be used?
- To enable us to provide you with an appropriate, effective, efficient service
- For monitoring or statistical purposes (we will not use identifiable data for this)
- For research, so we can improve our services in the future (we will not use identifiable data for this)
Your data will not be used for any automated decision making.
Where will we get the data from?
We will collect information from you, the person who refers you to us, or other mental health professionals having contact with you, and anyone else you would like us to speak to about your needs.
Who will we share your data with?
We will only share information with mental health professionals (e.g. your social worker, CPN, Consultant/GP), in the context of providing a service to you, only when it is necessary, and only with your consent. If there is an emergency, we may still need to share your data with other agencies, but we will only do this to keep you or others safe and if it is within your legitimate interests.
Monitoring or statistical data will be shared with funders/commissioners, but we will not share identifiable information with them.
Where data is shared across the collaborative partnership we will ensure they sign a Data Sharing Agreement to keep your data safe.
How will we keep the data?
We will collect your data onto paper forms, or digitally onto a secure service database. We will keep paper forms securely and destroy them as soon as we don’t need them any more (in most cases this will be as soon as the data has been transferred onto our secure database). Our databases are only accessible with individual staff passwords. Access within our databases is restricted to those people who need to see it as part of their job. All identifiable data will be destroyed when we no longer need it. For most services, this is three years after you have stopped receiving services from us.
What are my rights?
Right to be informed – This privacy notice explains the basics about what data we keep, why and how, and for how long. If you would like more information, please ask a member of staff or call 0800 616171
Right to access – On request, we will provide a copy of all the data we have about you. Please call 0800 616171
Right to remove consent – On request, we will destroy data that you have previously given consent for. Please bear in mind this may not mean we can destroy ALL of your data as we need to retain certain data by contract or for legitimate interests – see above.
Right to erasure – (or the ‘right to be forgotten’) When there is no longer any compelling reason for us to process your data, you can ask us to destroy it.
Right to be correct – We are obliged to correct any information we keep that is inaccurate. We will stop using your data (restrict processing) whilst it is rectified.
What are “legitimate interests”?
- The legitimate interests can be your own interests or the interests of third parties. They can include commercial interests, individual interests or broader societal benefits. Find out more.