Privacy Notice for Foundation Trust Members

Fair Processing Information

Hertfordshire Partnership University NHS Foundation Trust (HPFT) provides mental health and social care and specialist learning disabilities services in Hertfordshire, Buckinghamshire, Norfolk and North Essex for over 400,000 people. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services and medium and low secure learning disabilities services. We employ nearly 3,000 staff who deliver these services within the community as well as inpatient settings. We have operated as a NHS Foundation Trust since our authorisation in August 2007.

All Foundation Trusts have a duty to engage with their local communities and encourage local people to become members of their organisation. Foundation Trusts have to take steps to ensure that their membership is representative of the communities they serve.

Our members enable us to strengthen our bond with our local communities and stakeholders, assisting us to truly understand our local health economy and what our services mean for them.

As a Foundation Trust we have a statutory requirement to have a membership base including public and staff members. This enables members of the public and our staff to have a say in how the Trust runs its affairs and to help shape its future.

This Privacy Notice details what information we collect, hold and process about you as a Foundation Trust (FT) member, how we obtain it, who we share it with, how we protect it and your rights in relation to your information.

The data controller responsible for keeping your information confidential is Hertfordshire Partnership University NHS Foundation Trust, The Colonnades, Beaconsfield Road, Hatfield, Hertfordshire AL10 8YE.

Members of the Public Constituency

We collect and process the information you provide on our membership form. This Personal Identifiable Data is limited to your name, address, contact details, date of birth, confirmation you are aged 14 or over. This information enables us to communicate with you, to confirm that you are eligible to become a member and to ensure we place you in the correct constituency i.e. Hertfordshire or the rest of England and Wales.

If you choose to provide it we will also process other information about you like your date of birth sex, ethnicity, religion or belief, sexual orientation, gender reassignment, race and if you consider yourself to have a disability. Collecting this information will help us to meet our legal obligation of ensuring our public members are representative of the population we serve. Anonymised socio demographic data is required by the Trust for the annual report.

The information we hold about you as an FT Member or Governor is held completely separately to any information we may hold about you as a service user or carer. This is because the information is collected and held for completely different purposes.

There must be a legal basis in order to process any personal data. Any personal information we hold about you is processed for the purpose of public interest

For further information on this legislation please visit http://www.legislation.gov.uk/

Members of the Staff Constituency

We do not collect any information from staff specifically for FT Membership purposes and none of your details are kept on our FT Membership database.

Wherever possible we will communicate with staff for FT Membership purposes using internal post and Trust email.

We will collect information in addition to that noted above if you choose to stand for election as a Public or Staff FT Governor e.g. details of your political interests and why you want to become a Governor. Some of the information you provide will be sent to members as part of the election process to enable them to vote for you.

We will use your information to:

• Inform you of Elections and invite you to stand for Election to become a Governor
• Send you Election papers as part of the election process 
• Our membership data is held and managed by MES (an external Data Processor). Please click here for a copy of the MES privacy notice. We also use third party companies to manage mailings and for the Governor Election process. These third parties are under strict legal and contractual obligations to only use your information for the purpose instructed by the Trust
• You may also have indicated to us that you would like to receive information from the membership office about special events and meetings, volunteering opportunities, joining one of our involvement groups or receiving our membership magazine

We will not sell your information for any purpose and will not provide third parties with your information for the purpose of marketing or sales.

As a member you may cancel your membership at any time. If you no longer want to be a member or if you want to update your details please contact the Membership Office.

The Membership Office
Hertfordshire Partnership University NHS Foundation Trust
The Colonnades
Beaconsfield Road
Hatfield
Hertfordshire AL10 8YE

Email: hpft.comms@nhs.net  Tel: 01707 253902  

Your information, your rights

EU and UK Data Protection Laws give you the right to:

• To be informed why, where and how we use your information
• To ask for a copy of the information we hold about you
• To ask for your information to be corrected if it is inaccurate or incomplete
• To ask for your information to be deleted or removed where there is no need for us to continue processing it
• To ask us to restrict the use of your information

All Public Authorities are required to appoint a Data Protection Officer (DPO). The DPO for the Trust is the Head of Information Rights and Compliance and can be contacted on:

Email: hpft.dpo@nhs.net Tel: 01727 804956

If you feel we are not processing your information lawfully you have the right to complain to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Tel: 0303 123 1113