Switchboard privacy notice

Why are we collecting your information?

This privacy notice has been written to inform you that York and Scarborough Teaching Hospitals NHS Foundation Trust (the Trust) processes information about you to provide a switchboard service that connects callers to the right department.

To do this, we use a virtual operator system that routes calls automatically, as this enables us to improve the caller experience. We use voice recognition to educate the system, and any updates are made through system training and then re-imported.

Who do we collect your information from?

Much of the information we use will be collected directly from you or your family members. We also use information received from:

• GPs
• Other NHS bodies
• Other care providers, such as private sector providers
• Ambulance trusts
• Local authorities
• Police

Who are we?

The Trust is a ‘Data Controller’, this means that we determine the purposes for which, and the way your personal data is processed. We have a responsibility to you and your personal data and will only collect and use this in ways which are compliant with Data Protection legislation.

The Trust has appointed Rebecca Bradley (Head of Information Governance) to be its Data Protection Officer (DPO). The role of the DPO is to ensure that the Trust is compliant with Data Protection legislation and to oversee data protection procedures. The DPO contact details are:

York and Scarborough Teaching Hospital NHS Foundation Trust,
York Hospital,
Wigginton Road,
York,
North Yorkshire,
YO31 8HE
Yhs-tr.Information.Governance@nhs.net

What information are we collecting?

• Basic information about you, such as name, address, date of birth, NHS number
• Staff names, work phone numbers and email addresses

What is our lawful basis for processing your information?

Any personal data we process is done so in accordance with the UK GDPR. Our lawful basis for processing is:

• Article 6(1)(e) Public Task: the processing is necessary to perform a task in the public interest, or our official functions, which have a clear basis in law.

How long do we keep your information for?

We ensure that information is only held for as long as it is needed. Our caller’s information that is used to connect callers to the right department is not retained. The staff information is held for the duration of the staff member’s employment with the Trust. The voice recognition information that is used to educate the system is held for no longer than 31 days.

Who do we share your information with?

We share information internally across the Trust to transfer calls.

To enable us to carry out the switchboard function, we use a system called Liberty which is supplied by Netcall Technology Limited, and they are classed as a Data Processor.

Do we transfer your information outside the UK?

The information we collect in relation to this function is held in the UK.

What rights do you have over your data?

Under GDPR data subjects have the following rights in relation to the processing of their personal data:

• to be informed about how we process your personal data. This notice fulfils this obligation
• to request access to your personal data that we hold, and be provided with a copy of it
• to request that your personal data is amended if inaccurate or incomplete
• to request that your personal data is erased where there is no compelling reason for its continued processing
• to request that the processing of your personal data is restricted
• to object to your personal data being processed

If you have any concerns about the way we have handled your personal data or would like any further information, then please contact our DPO on the address provided above. To submit a Subject Access Request please contact

01904 725680
yhs-tr.subjectaccessrequests@nhs.net

If you do not want to receive text messages from the Trust there is an opt out option for this.

If we cannot resolve your concerns you may also complain to the Information Commissioner’s Office (the Data Protection Regulator) about the way in which the Trust has handled your personal data. You can do so by contacting:

First Contact Team
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
casework@ico.org.uk // 0303 123 1113