Health Determinants Research Collaboration (HDRC)

For the majority of the processing to which this notice relates to be carried out we use the following information:
Personal information

• Name
• Address
• Date of birth
• Gender
• NHS number
• Contact information
• Occupation

Special category personal information

• Ethnicity
• Sexual life
• Sexual orientation
• Religious or philosophical beliefs
• Health Details
• Social Care details

If we are conducting research on a health or public health issue in prisons or a population with past offending e.g youth offending, data relating to criminal convictions and offences will be processed. Types of information required to enable participation in the ethically approved or consent-based research project will be explained before collection.

We collect your information by

• Asking you to complete surveys and forms, these may be paper or on our online Microsoft form
• Conducting interviews
• Hosting workshops or activities
• Reviewing documents or records
• Linking datasets held within the council, Sheffield Hallam University and The University of Sheffield

Your information will be used to support the ongoing research objectives of the HDRC, this will include the following

• Embed a culture of evidence-based decision-making within local government
• Support research to address wider determinants of population health and health inequalities
• Improving the accessibility and quality of public services

If required, research projects will be subject to the approval of HDRC Management and Ethical approval.

The City of Doncaster Council uses automatic processing for the above services. This means that some decisions that might affect you are made by a computer. These automatic decisions are the linking of your records across different datasets, plus your eligibility for HDRC approved analysis and research. We may use demographics such as your name, date of birth, address, gender, ethnicity, physical and mental health status to decide if you are eligible to join a research study. The decisions are made based upon how similar your records are to create a match across different data sets and if you are part of a specific demographic group or have certain physical or mental health conditions. Decisions made in this way will affect you by deciding your eligibility to be involved in further projects linked to HDRC research.

You are entitled to ask for any solely automatic decisions made about you to be reconsidered by one of our staff, to express your point of view about such decisions and contest – see the Individual Rights Procedure on our website.

As part of HDRC research your records across different data sets may be automatically linked by a record linking process. This process is outlined below

• All new datasets are checked for their quality
• Identifiable data such as your name or date of birth are used to match your data between two data sets by checking the similarity across each item
• Your identifiable data is assigned a non-identifiable study ID that is unique to you
• All identifiable data will be removed from datasets and replaced with the ID so you can’t be identified
• This de-identified data is used in HDRC analysis and research

A small select group of CDC essential staff will have access to the Master data-set which links your identifiable data to your ID. The Master data will only be used where we need to contact you or withdraw you from the data set. We may match your data with records held within the council such as;

• Family Hub data
• General demographic and profiling data from the census
• Blue Badge data
• Council Tax data
• Temporary Accommodation data

The table below sets out the legal basis for each of the activities that this Privacy Notice covers:

Personal Data Activity	Legal basis - GDPR Article 6
HDRC Research	(1)(e) to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority

Special Category Data Activity	Legal basis - GDPR Article 9	DPA 2018 condition
HDRC Research	(2)(i) processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health or ensuring high standards of quality and safety of health care and of medicinal products or medical devices.	Part 1 of schedule 1
HDRC Research	(2)(j) processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes.	Part 1 of schedule 1  4(a)(b)(c)

You may withdraw your consent from an individual HDRC research study at any time by contacting HDRCdoncaster@doncaster.gov.uk. Information provided previously will be retained in line with our retention periods.

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. For HDRC matters we may need to share your information with Sheffield Hallam University and The University of Sheffield.  In certain cases we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge. The City of Doncaster Council will never sell your information to anyone else.

We will keep your information for different periods of time depending on what we are using it for. We only keep your information for as long as we need to, after which we will securely delete the information.
If research is funded by an external funder or published, data shall be retained in-line with specified requirements which you will be made aware of prior to collection. In the absence of above data shall be retained for 10 years upon which it is to be reviewed for deletion, archiving or retention.

The law gives you specific rights over your information. These rights are:

• to be informed of our use of information about you;
• of access to information about you;
• rectify information about you that is inaccurate;
• to have your information erased (the ‘right to be forgotten’);
• to restrict how we use information about you;
• to move your information to a new service provider;
• to object to how we use information about you;
• not to have decisions made about you on the basis of automated decision making;
• to object to direct marketing; and,
• to complain about anything the Council does with your information (please see the ‘Complaints’ section below).

Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them. You can request information about yourself by making a subject access request on this page of the City of Doncaster Council’s website.

This notice is kept under regular review to make sure it is up to date and accurate.

The City of Doncaster Council is required by law to have a DPO. The DPO has a number of duties, including:

• monitoring the City of Doncaster Council’s compliance with data protection law;
• providing expert advice and guidance on data protection;
• acting as the point of contact for data subjects; and,
• co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).

The City of Doncaster Council’s Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk

If you are unhappy with the way in which your information has been handled you should contact the City of Doncaster Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:
Website: www.ico.org.uk
Telephone: 0303 123 1113
Post: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF