Website Privacy

This privacy notice applies between you, the User of the website and Yorkshire & Humber Academic Health Science Network (Yorkshire & Humber AHSN), the owner and provider of this Website. Yorkshire & Humber AHSN respects your privacy and is committed to protecting your personal data.

This privacy notice applies to our use of all data collected by us or provided by you in relation to your use of the website and will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tells you about your privacy rights and how the law protects you. Yorkshire & Humber AHSN Network is a company incorporated in England and Wales with registered number 08887451 registered address is Unit 1 Calder Close, Durkar, Wakefield, England, WF4 3BA.

This privacy notice should be read alongside, and in addition to, our Terms of Use, which can be found at: https://www.yhahsn.org.uk/terms-of-use/

Scope of this privacy notice

This privacy notice applies only to the actions of Yorkshire & Humber AHSN and users with respect to this website.  It does not extend to any websites that can be accessed from this website including, but not limited to, any links we may provide to social media websites.

For purposes of the applicable Data Protection Laws, Yorkshire & Humber AHSN is the “data controller”. This means that Yorkshire & Humber AHSN determines the purposes for which, and the manner in which, your data is processed.

This website is not intended for children and we do not knowingly collect data relating to children.

Contact details

Our full details are:

Yorkshire & Humber Care Record
Trust HQ address

Data Protection Officer E-mail address: hnf-tr.itservicedesk@nhs.net

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (https://ico.org.uk/). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Data collected

We may collect the following data, which includes personal data, from you:

  1. Name;
  2. Job title;
  3. Contact information such as email addresses and telephone numbers;
  4. Demographic information such as postcode, preferences and interests;
  5. IP address (automatically collected);
  6. Web browser type and version (automatically collected);
  7. Operating system (automatically collected);
  8. A list of URLs starting with a referring site, your activity on this website, and the site you exit to (automatically collected);

In each case, in accordance with this privacy notice.

How we collect data

We collect data in the following ways:

  1. Data is given to us by you;
  2. Data is received from other sources; and
  3. Data is collected automatically;

Data that is given to us by you

Yorkshire & Humber AHSN will collect data in several ways, for example:

  1. When you contact us through the website, by telephone, post, e-mail or through any other means;
  2. When you complete surveys that we use for research purposes (although you are not obliged to respond to them);
  3. When you enter a competition or promotion through a social media channel;
  4. When you elect to received marketing communications from us;

in each case, in accordance with this privacy notice

Data that is received from third parties

Yorkshire & Humber AHSN will receive data about you from the following third parties:

  • Google Analytics.

Data that is received from publicly available third-party sources

We will receive data about you from the following publicly available third-party sources:

  • Google Analytics.

Data that is collected automatically

To the extent that you access the website, we will collect your data automatically, for example:

  • We automatically collect some information about your visit to the website. This information helps us to make improvements to website content and navigation, and includes your IP address, the date, times and frequency with which you access the website and the way you use and interact with this content.

Our use of data

Any or all of the above data may be required by us from time to time in order to provide you with the best possible service and experience when using our website, Specifically, data may be used by us for the following reasons:

  1. Internal record keeping;
  2. Improvement or our services;
  3. Transmission by email of marketing materials that may be of interest to you.

We may use your data for the above purposes if we deem it necessary to do so for legitimate interests. If you are not satisfied with this, you have the right to object in certain circumstances (see the section headed Your rights below)

For the delivery of direct marketing you via e-mail, we’ll need your consent, whether via an opt-in or soft-opt in:

  1. Soft opt-in consent is a specific type of consent which applies when you have previously engaged with us (for example, you contact us to ask us for more details about a particular service, and we are marketing similar services). Under “soft opt-in” consent we will take your consent as given unless you opt-out.
  2. For other types of e-marketing, we are required to obtain your explicit consent; that is, you need to take a positive and affirmative action when consenting by, for example, checking a tick box that we’ll provide.
  3. If you are not satisfied about our approach to marketing, you have the right to withdraw consent at any time. To find out how to withdraw your consent, see the section headed Your Rights

When you register with us and set up an account to receive our services, the legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

Who we share data with

We may share your data with the following groups of people for the following reasons:

  1. Our employees, associates and /or professional advisors – to ensure the proper administration of our website and business;
  2. Third party service providers who provide services to us which require the processing of personal data – to help third party service providers in receipt of any shared data to perform functions on our behalf to help ensure the website runs smoothly;

in each case, in accordance with this privacy notice.

Keeping data secure

We will use technical and organisational measures to safeguard your data, for example:

  1. Access to your account is controlled by a password and a user name that is unique to you.
  2. We store your data on secure servers.

We are working towards ISO27001 certification. This family of standards helps us to manage your data and keep it secure.

Technical and organisational measures include measures to deal with any suspected data breach. If you suspect any misuse or loss or unauthorised access to your data, please let us know immediately by contacting us via this e-mail address: hnf-tr.itservicedesk@nhs.net

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft viruses and any other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

Data retention

Unless a longer retention period is required or permitted by law, we will only hold your data on our systems for the period necessary to fulfil the purposes outlined in this privacy notice or until you request that the data be deleted.

Even if we delete your data, it may persist on backup or archival media for legal, tax or regulatory purposes.

Your rights

You have the following rights in relation to your data:

  1. Right to access – the right to request (i) copies of the information we hold about you at any time, or (ii) that we modify, update or delete such information. If we provide you with access to the information we hold about you, we will not charge you for this, unless your request is “manifestly unfounded or excessive.” Where we are legally permitted to do so, we may refuse your request. If we refuse your request, we will tell you the reasons why.
  2. Right to correct – the right to have your data rectified if it is inaccurate or incomplete.
  3. Right to erase – the right to request that we delete or remove your data from our systems.
  4. Right to restrict our use of your data – the right to “block” us from using your data or limit the way in which we can use it.
  5. Right to data portability – the right to request that we move, copy or transfer your data.
  6. Right to object – the right to object to our use of your data including where we use it for our legitimate interests.

To make enquiries, exercise any of your rights set out above, or withdraw your consent to the processing of your data (where consent is our legal basis for processing data), please contact our Data Protection Officer via this e-mail address: hnf-tr.itservicedesk@nhs.net

If you are not satisfied with the way a complaint you make in relation to your data is handled by us, you may be able to refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner’s Office (ICO). The ICO’s contact details can be found on their website at https://ico.org.uk/.

It is important that the data we hold about you is accurate and current.  Please keep us informed if your data changes during the period for which we hold it.

Transfers outside the European Economic Area

We do not transfer your personal data outside the European Economic Area (EEA).

Links to other websites

This website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites.  This privacy notice does not extend to your use of such websites. You are advised to read the privacy policy or statement of other websites prior to using them.

Approval date update

Date of approval: 12/03/2019