In delivering the Social Prescribing Services, the Council collects and processes relating to those people referred in the services. The Council is committed to being transparent about how it collects and uses that data, and to meeting its obligation under the General Data Protection Regulations
The type of personal information we collect
We currently collect and process the following information:
- Name, address, date of birth and contact details such as your phone number and email address
- Your NHS number may also be provided by the person referring you into the service
- Information relating to your health and wellbeing and why you require the service
The social prescription service may also collect and process information on your emergency contact or next of kin.
How we get the personal information and why we have it
The personal information we process is initially provided to us by the following referral partners in Epsom & Ewell and Banstead:
- GP referral partners
- Adult Social Care Referral Partners
- Healthcare professionals
- Mental healthcare professionals
We collect this personal information to identify if we can provide a service to you, and to ensure we can contact you, or a designated contact (if applicable)
We also receive personal information directly from you during our initial contact with you, and any on-going contact we have with you.
We use this information, so that we can:
- Provide you a service in-line with the requirements of our contract.
- Understand your support needs and identify organisations in your area that may be able to meet these needs
- Provide you with the details of organisations that may be able to support you
- Where required, make the necessary referrals into services on your behalf, and with your consent.
- Respond appropriately to concerns about your health and wellbeing or safeguard you from harm.
We may share this information with:
- Our Statutory partners (Surrey County Council / Adult Social Care)
- Community and voluntary sector organisations (Age Concern, Citizens Advice, Food banks etc.)
- Your GP
- Epsom and Ewell Council and Reigate and Banstead Council (housing teams, home improvement etc.)
- Mental health providers
- Any other organisation identified that can meet your support need.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
This is applied to your referral into service, the contact we make with you, and for the referrals we make on your behalf that are subject to your consent. You are able to withdraw consent at any time and ask for us to stop processing your information. You can do this by contacting: firstname.lastname@example.org
We have a contractual obligation.
We are required to provide our referral partners with information on the service we have provide to you.
We are also contractually required to provide monthly and quarterly reports however we do not share your personal details in doing so, and data in this instance is anonymised.
We have a legal obligation
We have a statutory duty to respond, act, and report to the appropriate services, any concerns about your health and wellbeing that may cause harm. Where safe to do so, we shall endeavor to inform you of our actions.
How long does the Council store your personal information?
Your information is securely stored on Council electronic systems.
We keep your personal information as provided by the referrer and yourself, along with any associated case notes, onwards referrals, and correspondence for a period of 6-years after the date you stopped receiving the service.
Whereby we are required to take steps to safeguard an individual from harm whilst receiving our service, all information relating to this will be be retained for a period of 10-years.
If this information relates to a person under the age of 18-years old, this information will be retained for a period of 35-years
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request.
- require the organisation to change incorrect or incomplete data.
- require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
- object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and
- ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.
Please contact us at: email@example.com.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at:
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk