Warm Handover Privacy Statement

Warm Handover Referral Scheme Privacy Statement

This statement explains what happens to the information you provide about yourself and your personal circumstances when it is shared between partner organisations, with your agreement, using the warm handover referral scheme.

What is the Warm Handover Referral Scheme?

The Suffolk Information Partnership manages a secure, online referral process to help vulnerable clients access services they may not be able to access without support.

If appropriate, and with your consent, an organisation can securely forward your personal details and information about your situation and support needs to another partner organisation so they can contact you to offer support. This will only happen if you have been deemed vulnerable or if a professional is worried that you won’t make contact with the other organisation unless they do it for you. It is important to stress that this will only be done with your consent.

What data about me will be passed on to another organisation?

The professional will need, and pass on, your:

  • name
  • address
  • contact details, e.g. phone number or email address
  • date of birth
  • a brief description of your circumstances and relevant support needs
  • medical details, e.g. GP, NHS number, medical condition (if relevant)

If the professional already have this information they may ask you to confirm that it is still correct.

This data is classed as “personal” and “personal sensitive” under the General Data Protection Regulation (GDPR).

Personal data may also be referred to as personal information and means the same thing in this Privacy Statement.

How and when will I be asked for my consent?

If you have been getting support from the organisation making the referral for you they will have already asked you to sign a form to say you agree to them holding your data, and to sharing it with other organisations. If you have agreed to this, then you only need to give verbal consent to be referred to other Warm Handover partners that are appropriate for the support you need.

If the organisation has only asked you if they can hold your data they will then need to ask your permission to share your data if they make a referral on your behalf. You will be asked to sign a consent form and your data will only be shared with Warm handover partner organisations.

After you have been referred to the new organisation(s) they will contact you to offer support and will ask you to give your consent for them to hold, and possibly, share your data.

You can withdraw your consent to share information at any time. Please contact the organisations involved in your referral if you wish to do this.

What happens if I do not want to give my data or consent?

You have the right not to give your data. If you do not wish to give consent to share your data with any of the partner organisations the professional cannot make a referral to another organisation for you. They can, instead, give you the contact details for that organisation so that you can contact them yourself if you wish.

How will you use my data?

The organisations making or receiving your referral will use your data to give them an understanding of the support you require and how you wish to be contacted. You must give consent for them to be able to do this. Your data will be held securely and will not be passed to any other organisations or be used for any other purpose.

What happens to my data?

Your data will be held by the organisation making the referral. A professional will complete an electronic referral form held securely by Suffolk County Council and the referral will be sent by secure, encrypted email to the organisation they have suggested can support you. This organisation will then save the data in its own secure system and contact you to offer support.

How do I know that my data is held securely?

Each organisation making or receiving a referral must comply with the GDPR, although they will have their own processes to do this. The referral form will also be sent by secure encrypted email from one organisation to another.

Who has access to my data?

The only people who can see your data are authorised by and working for the organisations that you have said can hold your data. They have access to their organisation’s systems where your information will be held securely.

How can I trust the organisations my data is sent to?

Each partner organisation must sign the Suffolk Information Partnership Warm Handover Referrals Information Sharing Agreement before they join the Warm Handover Referral Scheme. This demonstrates that they are GDPR compliant and follow procedures for handling, storing and retaining personal data. They are also registered with the Information Commissioner’s Office.

Which organisations could I be referred to?

You will find a list of partner organisations here.

What data does the Suffolk Information Partnership hold about me?

The Suffolk Information Partnership does not hold any personal data on individuals. It only holds contact information for the partner organisations and provides them with support and guidance on using the referral scheme.

Who do I contact if I want to see what information is held about me, want it changed or removed or want to withdraw consent?

You can update or remove your data and withdraw consent whenever you wish. You will need to contact the organisation that made the referral for you and the organisation you were referred to. You can find contact details for these organisations by clicking on their website link on the Partners page.

Who do I contact if I am unhappy with the way my data is being handled?

In the first instance please contact the organisation which holds your data and ask for its complaints procedure. If you are still unhappy you can contact the Information Commissioner’s Office.

Date: 1 June 2018                                          Date of next review: 1 June 2019


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