This privacy notice is specifically applicable to the membership of Lancashire Teaching Hospitals NHS Foundation Trust.
Becoming a member
All prospective members of the public constituency are asked to fill in and submit an application form which could be in paper format or online. Online forms are hosted and processed by Membership Engagement Services Limited (MES). MES is a wholly owned subsidiary of Electoral Reform Services Limited (ERS).Their privacy notice can be accessed by visiting https://www.membra.co.uk/privacy-policy/
Staff are automatically enrolled as members upon commencement of employment and are advised of how to easily opt-out should they so wish, as part of the Trusts recruitment process.
What personal information do we collect?
All prospective members of the public constituency are asked to fill an application form where we request the following personal information:
- Address and postcode
- Date of birth
We also ask for the following information but there is no obligation to provide it:
- Telephone number
- Disability information
- Areas of interest
- How you would like to be involved
- How did you hear about the Trust
- How are you connected with the Trust
New members are added to the staff constituency based on the following information provided by the Human Resources department:
- Date of birth
- Job title
- LTHTR Email
What is the legal basis for processing membership data?
As a Foundation Trust, Lancashire Teaching Hospitals (LTH) has a statutory requirement to process membership data in its official authority as a public body.
The legal basis for holding your data is that Article 6(1)e 'processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller’ and Article 9(2)g ‘processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject’.
How will the information be used?
We use your personal data for the following purposes:
- to administer membership records and to ascertain the representativeness of our membership,
- to enable us to administer elections to the Council of Governors, and
- to inform you of news, events and other ad hoc activities and developments relating to the Trust’s business and developments in service.
Will my information be shared with anyone else?
We manage the membership data using a hosted commercial platform provided by Membership Engagement Services (MES). Their privacy notice can be accessed by visiting https://www.membra.co.uk/privacy-policy/
Your demographic information (name and address) may also be shared with approved suppliers, in order to send any information you have chosen to receive via the postal service, or for the purpose of enabling members to participate in Governor Elections, which are required to be run by an independent company.
We may need to share your information (name and email) for other purposes for example with organisations we are working collaboratively with to improve the quality of future care and treatment in the region we work. In these circumstances, where it is not practical to obtain your explicit consent, we are informing you through this notice, which is referred to as a Privacy Notice, under the Data Protection Act. Where information is shared with other non- NHS organisations, the process is regulated and signed by both organisations, to ensure information is shared in a way that complies with relevant legislation.
These organisations will be bound by contractual agreement to ensure information is kept confidential and appropriately secure in compliance with the GDPR/DPA18.
A Foundation Trust is legally obliged to keep a public register of its members available for inspection by members of the public. The public register will show the name and constituency only to which the member belongs. You can remove your details from the public register easily and at any time by contacting the Membership Office on 01772 524412 or email firstname.lastname@example.org.
How we protect your information
We understand the personal and sensitive nature of your information. In addition to the General Data Protection Regulation (GDPR) and Data Protection Act 2018 (DPA18)
everyone working for the NHS is subject to the Common Law Duty of Confidence. Staff are required to protect your information under the NHS Confidentiality Code of Conduct and must inform you how your information will be used and allow you to decide if and how your information can be shared.
How long will we keep this information for?
We keep your data for as long as you are a member of the foundation trust. We will destroy your data once you cease to be a member.
Your rights and your personal data
Data Protection laws give individuals rights in respect of the personal information that we hold about you. These are:
- To be informed why, where and how we use your information.
- To ask for access to your information.
- To ask for your information to be corrected if it is inaccurate or incomplete.
- To ask for your information to be deleted or removed where there is no need for us to continue processing it.
- To ask us to restrict the use of your information.
- To ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information.
- To object to how your information is used.
- To challenge any decisions made without human intervention (automated decision making)
Contact information and further advice
Please let us know of any changes to your name, address or email address. If you would like to know more about how we use your information, require information in any accessible format or language or if (for any reason) you do not wish to have your information used in any of the ways described, please contact the Membership Office on 01772 524412 or email email@example.com
Should you decide at any point that you do not wish to be a member of the Trust you may opt out by emailing firstname.lastname@example.org or contact the Membership Office on 01772 524412.
Should you wish to lodge a complaint about the use of your information, please contact: Membership Office, Lancashire Teaching Hospitals NHS Foundation Trust, Sharoe Green Lane, Fulwood, Preston, Lancashire, PR2 9HT or email email@example.com
For independent advice about data protection, privacy and data-sharing issues you can contact the Information Commissioner, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Telephone: 0845 306 060 or 01625 545 745