Livewell and Active Living - privacy notice

Who we are?

Livewell and Active Living deliver Derby City Council’s healthy lifestyle service and physical activity strategy (called Move More Derby). Derby City Council is the local government unitary authority for Derby City. Our address is The Council House, Corporation Street, Derby, DE1 2FS. You can contact our Data Protection Officer on 01332 640763 or by email at data.protection@derby.gov.uk.

How do we collect information from you?

We collect information from you when you fill in any forms when you visit livewellderby.co.uk and movemorederby.co.uk; also when you attend activation, review or 1-1 meetings, contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face.

What types of information do we collect from you?

We collect different categories of information about you, depending on the service you want from us and/or the reason why we need to process information relating to you. This could be personal information (for example your name and address), or other more sensitive data that we would only collect and use in very particular circumstances that are set out in law.

Details of information obtained from third parties?

We receive referrals for our services from the following third parties:

• Other Council departments and schools, for example social workers, family support workers and school nurses.
• University of Derby and Burton NHS Foundation Trust (midwifery, cardiac and respiratory departments); GP Practices, NHS workers such as health visitors; Derby Fire and Rescue Service and Derby Drug and Alcohol Service.

How is your information used?

We may use your information to:

• Process applications for our wellbeing programmes and NHS Health Checks
• Check information you have provided, or information about you that someone else has provided, with other information we hold to detect fraudulent applications and to protect public funds.
• Contact you by phone, text, in writing or by email to arrange, confirm or cancel appointments and/or to notify you of changes to our activities or services.
• Send you communications that you have requested or information connected to your programme including emails about weight management courses and activities.
• Send you Livewell e-newsletters containing our latest news including relevant articles about health and wellbeing from our partners Derby County Community Trust, Derby City Council, InDerby and Move More Derby (subject to your separate consent).
• Collect and process your health data – for example, health conditions, body mass index, blood pressure, physical activity levels, smoking status and other lifestyle measures for anonymous reporting purposes.
• Create a case study about your success for local media, Livewell/Move More Derby social media channels and other publicity channels with your separate consent.
• Use images and videos taken of our activities and programmes to promote our services.

If you feature in an image or video we will have taken reasonable steps to seek your consent and/or to inform you. You can object to the use of an image or video that features you by emailing livewell@derby.gov.uk.

Research and statistics

Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.

Who has access to your information?

We may share your information with the following third parties for the reasons detailed:

• Other Council departments, for example Business Support who handle referral forms that come in by post, Public Health for anonymous reporting purposes.
• Quality assured and approved volunteers, university placements and external representatives who support Livewell and Active Living teams to collect information during your wellbeing programme to support your care.
• Derby County Community Trust (DCCT) for partnership programmes run between Livewell and DCCT to process information and to manage your care during your 12-month programme.
• Your GP practice for NHS Health Check results, email requests for stop smoking prescriptive medicines and health concerns that your doctor may need to be aware of.
• External organisations connected to the funding of Livewell and Active Living's Forever Active programme who we need to anonymously report to – University of Derby, Sport England, Joined Up Care Derbyshire, Derby Homes, University of Derby and Burton NHS Foundation Trust.
• Fluid Ideas Ltd – which manages Livewell and Move More Derby websites and are contracted to supply technical support for Livewell and Active Living's electronic customer system. The system allows people to apply for programmes, book appointments and for Livewell/Active Living staff to manage clients’ 12-month programmes. It also allows reporting of performance data which is carried out anonymously. Livewell’s electronic customer system is securely hosted in the UK.
• Derby City Council’s leisure electronic system, Legend to manage your physical activity membership including access to Council leisure facilities.
• Bionical Ltd (trading as North 51 Ltd) which manages Livewell’s stop smoking clients on its Quit Manager electronic system, hosted by Rackspace in the UK (rackspace.co.uk). North 51 provides system support and updates. The system allows Livewell staff to manage clients’ 12-month stop smoking programme by adding notes about progress and treatments, which is used for anonymous reporting.
• The Computer Room (TCR) electronic system, securely hosted in the UK. NHS Health Check results are uploaded by Livewell staff, which are held on the secure system in a fully encrypted state, and are added to individual patient records held by the individual’s GP practice.
• The Ramblers Wellbeing Walks scheme (owned by The Ramblers Association) which runs a national walking programme. If you choose to attend a walk, you will complete a joining form which Livewell staff and walking volunteers upload to a secure electronic system. The information is used for anonymous reporting locally and nationally. Participants can opt in to receive communication about new walks and training opportunities. Participants are also notified about changes to walks.
• Online marketing platform, MailChimp (owned and securely hosted by the Rocket Science Group in Virginia, USA). Your email address will be uploaded if you have consented to receive the Livewell e-newsletter.

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

What are your rights?

• Access – you can request copies of any of your personal information that is held by the Council.
• Rectification – you can ask us to correct any incorrect information.
• Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.
• Portability – you can ask us to transfer your personal data to different services or to you.
• Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
• Right to prevent automatic decisions – you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

National Data Opt Out

We are one of many organisations working within health and social care to improve health and wellbeing for patients as well as the public. Information collected from you when you use our services may be stored and shared with services or partner organisations for purposes other than your individual care, for instance to help with:

• Improving the quality and standards of care provided
• Research into the development of new treatments
• Preventing illness and diseases
• Monitoring safety

This may only take place when there is a clear legal basis to use this information. Confidential information about your health and care will only be used in limited circumstances where it is not possible to use anonymised data.

You have a choice about whether you want your confidential information to be used in this way. If you are happy for your information to be used in this way you do not need to do anything. If you do choose to opt out your confidential patient information will still be used to support your individual care.

For more information or to register your choice to opt out please visit https://www.nhs.uk/your-nhs-data-matters/. You can choose to opt in at any time.

Please be aware that the National Data Opt Out does not apply to information used for marketing purposes, your data would only be used in this way with your specific agreement.

All Health and Social Care organisations should have systems and process in place so they can be compliant with the national data opt-out and apply your choice to any confidential patient information they use or share for purposes beyond your individual care.

Our organisation is compliant with the national opt out policy.

How long will we keep your information for?

We keep and dispose of all records in line with our record retention schedule. We will comply with Data Protection legislation.

What security precautions are in place to protect the loss, misuse or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us. However, we cannot guarantee the security of any information you transmit to us. We recommend that you take every precaution to protect your personal information.

Keeping your data up to date

We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.

Details of any automated decision processes

Livewell has automated decision processing in relation to eligibility criteria due to the way it is funded. Applicants outside of the criteria will be automatically prevented from continuing to apply online if they are ineligible. Situations where automated processing will take place includes:

• Stop smoking programme – must be a smoker, resident of Derby city and/or Derby GP, aged 12 or over
• Weight management – adults with a Body Mass Index (BMI) of 30 or over (27.5 for people of South Asian ethnicity) and resident of Derby city and/or registered to a Derby GP
• Child weight management – aged 5-17 with a BMI percentile of 85 or higher, resident of Derby city and/or registered to a Derby GP
• NHS Health Checks – aged 40-74, registered to a Derby GP and no pre-existing cardiovascular disease.

Should you require intervention or wish to contest the decision please email livewell@derby.gov.uk.

Under 13

If you are accessing online services and are under the age of 13‚ please ask for your parent/guardian's permission beforehand whenever you provide us with personal information.

Cookies

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them.

IP addresses

Internet Protocol (IP) addresses are collected when our site is used:

• for statistical/analytical purposes
• to identify any malicious activity.

Complaints

If you would like to make a complaint regarding the use of your personal data you can contact our Data Protection Officer:

• By post: Information Governance, Council House, Corporation Street, Derby, DE1 2FS
• By phone: 01332 640763
• By email: data.protection@derby.gov.uk

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO):

• By post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• By phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Alternatively, visit ico.org.uk or email casework@ico.org.uk.