Privacy Statement

Who We Are:

Trent PTS is an approved NHS provider of talking therapies. Committed to upholding the Data Protection Act (DPA) 2018, we process your information to deliver healthcare services while ensuring compliance with legal requirements. This Privacy Statement aims to provide transparency about the information we collect, its purpose, and with whom it may be shared.

Why We Collect Your Information:

To facilitate your care, our clinical team and healthcare professionals maintain records detailing your health, treatment, and interactions with our service. These records, whether manual or electronic, are vital for providing optimal care and are handled in accordance with the law.

Information We Collect:

Records encompass basic details (name, address, date of birth, NHS number, and GP information), treatment session history, health notes and reports, treatment details, and relevant information from other care providers or individuals familiar with your well-being.

How We Collect:

Most of the personal information we process is provided to us directly by you as part of your referral to us or during your ongoing treatment. We also receive personal information indirectly, from providers referring you to us (with your consent) or to share relevant information that would assist in your treatment, some of these providers might be:

• Care providers
• GPs

The information is stored on our secure clinical record system.

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information are:

• Your consent. We obtain and review your consent at various points from referral to discharge.
• We have a legal obligation. We need to process your data to meet our statutory commitments.
• We have a vital interest. We process your data where there is a vital interest to do so such as an onward referral to another care organisation

How Your Personal Information is Used:

Your records are utilised to ensure accurate care assessments, enhance the quality of care, address complaints, and support seamless transitions within our service. Additionally, they aid in reviewing and improving service quality, training healthcare professionals, and contributing to statistical analyses.

To maintain confidentiality, personally identifiable information is anonymised where possible, and strict measures are in place for secure data handling. Access to your record is restricted to individuals who are appropriate to your usage of Trent PTS services.

Confidentiality and Security Measures:

We store your personal information on our secure clinical records system that has Cyber Essentials Certified Plus certification and is supported by PCMIS Health Technologies limited who are Healthcare Business awards winner and Crown Commercial Service supplier. The clinical record system requires a Multi Factor Authorisation protocol to access and has user defined access to records within the system to ensure your record is only accessible to those relevant to your treatment. All Trent PTS personnel have a legal duty to maintain the confidentiality and security of your information. Information sharing with other care providers is conducted responsibly, ensuring that data is kept confidential and secure.

We may responsibly share information with various organisations crucial to your care. This collaborative approach includes, but is not limited to, the following types of organisations:

• General Practitioners (GPs): Ensuring your primary healthcare provider is informed about your ongoing treatment.
• Integrated Care Boards (ICBs) and NHS Bodies: Facilitating seamless coordination and communication within the broader healthcare system, promoting comprehensive and integrated healthcare services.
• Other NHS Trusts and Hospitals: Supporting efficient care transitions and ensuring the continuity of treatment across healthcare facilities.
• Social Care Services: Enhancing collaboration to provide comprehensive support that addresses both medical and social aspects of your well-being.
• Local Authorities: Fostering collaboration with local authorities to address broader community and social factors that may impact your health and well-being.

Data Protection Notification:

Registered as a data controller with the Information Commissioner’s Office, our registration number is Trent PTS Z9361089. Trent PTS adheres to Data Protection Act legislation and GDPR provisions. For questions or complaints, contact Trent PTS Caldicott Guardian at 01332 265 659 or the Information Commissioner’s Office at the address provided.

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

SK9 5AF

ico.org.uk

Retention Periods:

To ensure the responsible handling of your data, Trent PTS strictly adheres to both Company and Department of Health policies governing data retention. These policies outline comprehensive guidelines that dictate the duration for which your information is securely stored. Our commitment to compliance with these policies serves to safeguard your privacy, aligning with industry standards and best practices.

Your Right to Opt-Out:

In accordance with your privacy preferences, you have the right to request that your confidential information not be used beyond your immediate care. Your choices and opt-out preferences can be conveniently managed through the dedicated platform at www.nhs.uk/your-nhs-data-matters.

We recognise the importance of empowering individuals to exercise control over their personal data. If you choose to opt-out, it signifies that you prefer your confidential information to be restricted solely to the scope of your individual care and treatment.

The Right to Know:

The Freedom of Information Act 2000 grants access to information held by public authorities. Requests should be in writing and sent to Trent PTS at the provided address.

Contact Information:

Trent PTS

Woodlands Lodge

109-111 Uttoxeter Road

Derby

DE22 3NL

Tel: 01332 265659