NHS England’s Privacy Notice describes how we use your personal data and explains how you can contact us and exercise your rights as a data subject. We will process information about you in accordance with the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018).
We are collecting / processing personal data about you for the following purposes:
- Delivering the Futures platform (also referred to as ‘FutureNHS’ or ‘the platform’), NHS England’s online collaboration service for health and social care.
- NHS England is responsible for data held centrally on the platform for the purpose of platform delivery. Other organisations, including NHS organisations, are responsible for data held or uploaded in workspaces they manage within the platform. Therefore, both NHS England and other local organisations using the platform workspaces are joint data controllers.
What we are processing:
- When you sign up to Futures, we process information held in your account such as your name, organisation details, geographic region, job title and email address.
- We process any information you choose to share on Futures, including in documents, forum posts or private messages.
- We also process your name, email address, and other information you choose to share when you contact the support team through our support widget or via email.
How we are processing it:
- We use this information to manage access to the platform, to monitor site activity, to ensure compliance with our policies and terms and conditions, and to help you when you have a support query.
- We have contracts with third party providers to deliver the Futures platform and support service. The platform is hosted on the Software as a Service (SaaS) product Kahootz. We use Zendesk tools to operate our service desk and support centre and Microsoft Dynamics 365 for our customer relationship management tool. Our third-party providers process the information about you on our behalf in accordance with relevant data protection legislation and regulations and our contractual agreements with them.
- Please note, you may join workspaces that use the information in your profile or the information you share within the workspace in different ways. For more information on this, you should contact the workspace team directly.
Who will access it:
- To help us successfully and securely deliver Futures, the Futures team based in NHS England may access any information in your account profile, or that you upload to the platform. Our third-party suppliers may need to access information hosted in our instances of their products to provide support. They will only do this in line with contractual agreements in place.
Who will it be shared with:
- Some personal information may be relevant to share with other colleagues in NHS England where necessary, for example to ensure compliance.
- Some information may be shared with our third-party suppliers Zendesk and Kahootz in order for them to provide support. This will only take place when necessary and in line with contractual agreements.
The legal basis for this processing is:
- Where we process personal data about you, we use Article 6(1)(e) of the UK GDPR: exercise of official authority.
- Where we process special categories of personal data about you, including any revealing racial or ethnic origin, we use Article 9(2)(g) of the UK GDPR: reasons of substantial public interest (with a basis in law). The basis in law is set out at paragraph 8 of Part 2, Schedule 1 to the Data Protection Act 2018, ‘Equality of opportunity or treatment’.
- Information about you will be stored in line with NHS England’s retention schedule.
Accessing personal data or making a request relating to other data subject rights
- Requests to access personal data about you, or to exercise your other data subject rights under the UK GDPR, may be made in writing or by speaking to us. All requests will be recorded, and you may need to provide proof of identity and details to enable us to locate the requested information.
- For requests in relation to personal data about you held by NHS England, please contact the Customer Contact Centre.
- If you have any questions relating to data protection, please contact the NHS England’s Data Protection Office: england.dpo@nhs.net
Contacting the Information Commissioner’s Office
- You have the right to make a complaint against NHS England regarding data protection issues with the Information Commissioner’s Office: Make a complaint | ICO.
Making a Freedom of Information Requests
- To make a Freedom of Information (FOI) request to NHS England, please visit the NHS England website.