We are committed to protecting your personal data. This privacy notice describes why and how we collect and use personal data and provides information about your rights. It applies to personal data provided to us, both by individuals themselves or by third parties.
What is a privacy notice?
A privacy notice is a legal requirement under Data Protection legislation and is here to help you be aware of your rights, our duties and how we protect your privacy by keeping your information confidential and secure. Under this legislation, the Royal Devon is the data controller of this information.
A privacy notice is sometimes referred to as a Privacy Statement, Fair Processing Statement or Privacy Policy.
Who we are
The South West Genomic Medicine Service is one of seven regional genomic medicine services (GMS). we coordinate and deliver NHS genomic testing in line with the National Genomic Test Directory for our region. We deliver NHS genomic testing services for a vast area, covering Bristol, Devon, Cornwall, Gloucester, Somerset, and surrounding areas. We also provide some non-NHS services which you can learn more about here.
What personal data we collect
We may collect certain information or data about you in various ways. The main circumstances we do so are below;
- When you submit enquiries or feedback, leave a comment on social media, or sign up for a South West GMS event, we may collect your name, email address, telephone number and other information.
- When you use our website we will collect:
- Your IP address, and details of web browser and which version of it you used
- Information on how you use our website, using cookies, that will help us improve the website
- Details of transactions you carry out through our website including training and events
- When you participate in any of our projects or programmes we may collect your name, contact and other details.
- When you consent to share your personal story or experience with us, we may collect details you choose to provide (such as your name, contact information, and the content of your story). We will only publish or share this information with your explicit permission, and you may withdraw that consent at any time.
- When you attend a course or conference we may collect images of you in films or photographs or, in respect of contributions you may make, audio recording. We make delegates aware of this in advance, through an additional notice which outlines opt-out procedures.
- When you contact us directly, we may keep a record of that correspondence.
How we use your personal information
We may use your personal information:
- To provide you with information, products or services that you request from us, or to process your booking in relation to an event or course we are organising
- To make you aware of related opportunities (but only with your consent where required)
- To notify you of any changes to our information
- To assist with any contractual obligations between us
- To administer a project or programme you participate in
- To administer any courses or awards that you participate in
- To provide a record of, or to promote and market a course, conference or award using images and film taken on the day.
- Conduct surveys and process your response to any survey you participate in for research, evaluation and statistical purpose
- To communicate with you regarding our aims and activities
- To share your personal story or experience, with your explicit consent, to help raise awareness of our work (for example, through our website, reports, or promotional materials).
Special categories data
We do not collect any special categories data through your use of our website. There may be additional services on our website which may collect special categories data, and where this is the case a separate privacy notice will be provided detailing what information is collected and why. Please ensure that you review these notices at the time.
The basis for processing your personal information
Data protection legislation requires that we meet certain conditions before we are allowed to use your data in the manner described in this notice, including having a “legal basis” for the processing. These bases are explained below.
- Consent: When you have given us your consent to process your personal data.
- Legitimate interests: The processing of your personal data may be necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or by fundamental rights and freedoms which require protection of personal data.
Some of the ways we process your data are explained below:
- Information and Services: We need to process your personal data when we provide you with information and services that you have requested from us. We do so because it is necessary for our legitimate interests and/or because it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into a contract.
- Marketing: When we send marketing communications to you at a business email address, we do so because it is necessary for our legitimate interests. Our legitimate interests include disseminating highlights of what has been happening within the North Thames GMS, as well highlighting job vacancies and relevant courses, in order to fulfil our purpose. You can request that we stop sending you marketing communications at any time. In respect of personal email addresses, we only send you marketing with your explicit consent and you can opt out at any time.
- Publicly available sources: We may gather limited personal data from publicly available sources, so we can contact individuals who we think will be interested in our events or publications. We do so in connection with our legitimate interests.
- Filming and photography at events: We (or a third party) sometimes carry out filming or photography at events as part of our publicity/marketing output. We do so because it is necessary for our legitimate interests in promoting the work we do. We make delegates aware of this in advance, through an additional notice which outlines opt-out procedures.
- Other bases for processing: We may need to process your personal data for compliance with our legal obligations, including where it is necessary for the prevention and detection of crime, or for the establishment, exercise or defence of legal claims.
Cookies
Further information and contact details
The South West Genomic Medicine Service (South West GMS) is a partnership between our partner NHS Trusts across the region. We strictly follow NHS privacy and information governance standards.
For further detail, you can also view the privacy notices of our partner NHS Trusts, including:
You can also visit the Privacy section of the NHS England website.
How to contact us
If you have any concerns about this Privacy Notice, or how your personal data is being collected and processed, including any requests to exercise your legal rights, please contact us:
Data Protection Officer and ICO contact details for any queries
The Information Commissioner’s Office (ICO) is the body that regulates NHS Trusts under Data Protection and Freedom of Information legislation. If you are not satisfied with our DPO response or believe we are not processing your personal data in accordance with the law, you can complain to the ICO at:
Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Website: https://ico.org.uk/concerns/
Email: casework@ico.org.uk