Tending Three Magpies Customer Privacy Notice

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I am Karen Parry and for the purposes of UK Data Protection Law, I am registered with the Information Commissioner’s Office (ICO). 

As a member of End of Life Doula UK, I provide doula support services to individuals who are approaching the end of their life, as well as those who are important to them. 

I am committed to protecting your privacy. This privacy notice explains how I collect and use the personal information shared with me by you, and by End of Life Doula UK, to provide you with doula support and other services.

I can be contacted by email about any aspect of this privacy notice.

If you go through End of Life Doula UK, your information is shared with me by End of Life Doula UK after you complete your initial query and confirm you wish to progress to receiving doula support in order to match you with an appropriate doula for your case. This information is shared electronically via email.

All other referrals come through you directly contacting me.

I may use your personal information to  

• Keep in contact with you;
• Carry out a thorough assessment of your needs; 
• Provide an appropriate service which best meets your needs; 
• Provide updates on the support I am providing to my End of Life Doula UK mentor
• Monitor and manage risk; 
• Protect yourself and the general public; 
• Safeguarding; 

Specifically, I collect or use the following information to provide client care, services, and other goods:

• Name, address and contact details
• Gender
• Pronoun preferences
• Date of birth
• Next of Kin details including any support networks
• Emergency contact details
• Photographs
• Health information (including medical conditions, allergies, medical requirements and medical history)
• Information about care needs (including disabilities, home conditions, medication and dietary requirements and general care provisions)
• Records of meetings and decisions

I also collect the following information to provide client care, services, and other goods:

• Racial or ethnic origin
• Religious or philosophical beliefs
• Health information
• Sexual orientation information

I collect or use the following information for safeguarding or public protection reasons:

• Name, address and contact details
• Emergency contact details
• Health information (including medical conditions, allergies, medical requirements and medical history)
• Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
• Records of meetings and decisions

I collect or use the following personal information to comply with legal requirements:

• Name
• Contact information
• Health and safety information
• Safeguarding information

I collect or use the following personal information for information updates, marketing or market research purposes:

• Names and contact details
• Address
• Marketing preferences
• Records of consent, where appropriate

I collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Address
• Purchase or service history
• Customer or client accounts and records
• Information relating to health and safety (including incident investigation details and reports and accident book records)
• Correspondence

I also collect the following information for dealing with queries, complaints or claims:

• Racial or ethnic origin
• Religious or philosophical beliefs
• Sexual orientation information

Under UK data protection law, I must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis I rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where I get personal information from and who I share personal information with. There are some exemptions which means you may not receive all the information you ask for. 
• Your right to rectification - You have the right to ask me to correct or delete personal information you think is inaccurate or incomplete. 
• Your right to erasure - You have the right to ask me to delete your personal information. 
• Your right to restriction of processing - You have the right to ask me to limit how I can use your personal information. 
• Your right to object to processing - You have the right to object to the processing of your personal data. 
• Your right to data portability - You have the right to ask that I transfer the personal information you gave us to another organisation, or to you. 
• Your right to withdraw consent – When I use consent as our lawful basis you have the right to withdraw your consent at any time. 

If you make a request, I must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact me using the contact details at the top of this privacy notice.

My lawful bases for collecting or using personal information 

• to provide client care, services, and other goods
• for safeguarding or public protection reasons
• to comply with legal requirements
• for information updates, marketing or market research purposes 
• and for dealing with queries, complaints or claims are:

Consent - I have permission from you after I gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

On the basis of legitimate interests, your information is shared with me by End of Life Doula UK so that you can receive support. Please note that each doula acts as individual data controllers of your personal information, and if you have any other doulas supporting you, you should read their privacy notice in addition to this one.

Personal data are not shared with funders. Information to funders is shared only anonymously.  

Where you give specific permission for other people to be involved (e.g. friend, partner, family member, advocate) your information will be shared with those parties. I will note that you have given consent in my records, and I may, in some cases, ask you to sign a consent form for me to share this information. Wherever possible, I will let you know if I need to share your information with another individual, agency or organisation.

I get personal information

• Directly from you
• From family members or carers
• From End of Life Doula UK

When I provide you with a service, your records are maintained and held by me on systems secured by encryption and strict access controls. Any paper records are kept in a locked, secure storage cabinet.  To give you the best possible assistance, I may need to discuss your case with another End of Life Doula UK colleague such as my mentor. 

I will keep notes of the support I provide to you. The notes are kept to provide a professional service, maintain continuity of support and in order to reference what has happened or been discussed.

The principles of data minimisation and removal are taken seriously and there are internal policies in place to ensure that you are only ever asked for the minimum amount of data for the associated purpose and that data is deleted in line with standard retention policy.

I shall ensure that personal data is stored securely using a compliant online storage platform, and/or in a locked, secure storage cabinet. 

• Access to personal data shall be limited to personnel who need access and appropriate security will be in place to avoid unauthorised sharing of information.
• When personal data is deleted, this will be done safely such that the data is irrecoverable.
• All data that I process will be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests.
• Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept
• Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent will be clearly available and systems will be in place to ensure such revocation is reflected accurately in my systems

I retain your information for 7 years. After that it is destroyed. Any paper records are shredded and all digital information is deleted.

I am subject to a common law duty of confidentiality. However, there are circumstances where I will share relevant health and care information. These are where:

• you’ve provided me with your consent (I have taken it as implied to provide you with care, or you have given it explicitly for other uses);
• I have a legal requirement (including court orders) to collect, share or use the data;
• on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime);
• If in England or Wales – the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied; or
• If in Scotland – we have the authority to share provided by the Chief Medical Officer for Scotland, the Chief Executive of NHS Scotland, the Public Benefit and Privacy Panel for Health and Social Care or other similar governance and scrutiny process.

If you have any concerns about my use of your personal data, you can make a complaint to me using the contact details at the top of this privacy notice.

If you remain unhappy with how I’ve used your data after raising a complaint with me, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

Website

This privacy notice is kept under regular review.  If I make any significant changes to the way in which I process your information, I’ll make the required changes to this Privacy Notice and will notify you so that you can raise any concerns or objections with me.