Social prescribing service privacy notice for self referrals

This notice explains what personal data (information) we hold about you, how we collect, how we use and may share information about you.  We are required to give you this information under data protection law.

Who are we?

We are Kent County Council (KCC). KCC collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the Data Protection Act 2018 and we are responsible as ‘controller’ of that personal information for the purposes of that law.

Our Social Prescribing service is about promoting a wide range of social activities and healthy lifestyle interventions as an alternative to prescribing medication. Referrals will be made to a Community Connector worker who then spends time with an individual and connects them to activities which are typically provided by voluntary and community sector organisations. Examples include volunteering, arts, sports, peer learning, gardening, welfare/financial advice, befriending, cookery, and healthy eating advice.

The personal information we collect and use

Information collected by us

In the course of providing the Social Prescribing service to you, we collect the following personal information when you provide it to us:

  • Name
  • Contact details (address, telephone number, email address)
  • Date of birth
  • Details of medical information (including conditions and GP practice details) where relevant and appropriate.

How we use your personal information

We use your personal information to:

  • Make contact with you about the service.
  • Enable you to join the Social Prescribing service.
  • Determine any accessibility needs.
  • Complete due-diligence checks to ensure the health, safety and welfare of our staff before they make home visits.
  • Develop a personal action plan in partnership with you, and to record our progress through the project. The action plan is used to help us signpost you to, or make referrals to, appropriate support services and to enable follow-up visits by an individual Community Connector. Details of referral options will be discussed with you and your permission to share will be obtained prior to making any referrals to third-party organisations e.g. clubs/societies.

How long your personal data will be kept

All personal information recorded by the Community Connectors in accordance with the above is primarily stored on an electronic case management system. Recorded information is retained for the duration of the time you are actively engaged with the service. After you leave the service, the health data on your case record is securely destroyed after 6 months (including information held in pocket notebooks), as per the Kent Retention Schedules.

If you use our service between 1/1/21 and 31/1/23 all other personal data will be held by us securely until 31/12/2027. This is because the service is co-funded by the European Union’s Interreg France (Channel) England programme up to 31/1/23 and is subject to audit on the work we have conducted. Any audit by Interreg would take the form of an on-site visit to our business premises and would not require data to be transferred outside of the UK. After this time the complete case record is securely destroyed.

If you use our service after the 31/1/23 all other personal information will be held for a period of 6 months.

Reasons we can collect and use your personal information

The primary lawful basis on which we collect and use your personal data is that:

  • “Processing is necessary for compliance with a legal obligation to which the controller is subject.” Specifically, in order for us to fulfil our duties under the Care Act 2014; to promote an individual’s social wellbeing.

We will also ask for your consent as the secondary legal basis to collect and use your personal data, so that we can ensure you have full control over your personal information and wellbeing.

We may also collect and use special categories of personal data (e.g. relevant medical conditions). We will normally collect this data via face to face conversations. In cases where this isn’t possible, we may conduct conversations over the telephone.

The primary lawful basis on which we collect and use this special category personal data is that:

  • “Processing is necessary for the reasons of substantial public interest, specifically that processing is completed for statutory purposes.”

We will also ask for your explicit consent to collect and use special categories of personal data.

Who we share your personal information with

Your personal data will not be shared.

Where there is a need to share your details for signposting or referral purposes, we will obtain your consent before any referrals are made.

Your rights

Under GDPR you have rights which you can exercise free of charge which allow you to:

  • know what we are doing with your information and why we are doing it
  • ask to see what information we hold about you
  • ask us to correct any mistakes in the information we hold about you
  • object to direct marketing
  • make a complaint to the Information Commissioner's Office.

Depending on our reason for using your information you may also be entitled to:

  • ask us to delete information we hold about you
  • have your information transferred electronically to yourself or to another organisation
  • object to decisions being made that significantly affect you
  • object to how we are using your information
  • stop us using your information in certain ways.

We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties. Please note, your request may delay or prevent us delivering a service to you.

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner's Office (ICO) on individuals’ rights under GDPR.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so

Who to contact

Please contact the Information Resilience and Transparency Team at data.protection@kent.gov.uk to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.

You can contact our Data Protection Officer, Benjamin Watts, at dpo@kent.gov.uk, or write to: Data Protection Officer, Sessions House, Maidstone, Kent ME14 1XQ.

GDPR also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted on 03031 231113.

Read our corporate privacy statement.