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General Introduction

Katharine House Hospice and its subsidiary companies (Embrace Quality Care, KH Promotions, Katharine House Retail, KHH Development), take our responsibilities to protect your personal data seriously. We should only be using your data with your consent and only using it for the purposes for which you have consented. These notices describes how the data is used, processed, shared, stored, and destroyed. If you have any questions, concerns, complaints or comments about our use of your data please e-mail dataprotection@khhospice.org.uk

Information Notice - Patients

This Information Notice applies to:
Patients of Katharine House Hospice

Broad nature of data collected and our use of this data

  • Name, address, contact details - To enable us to visit you and maintain contact with you
  • Date of birth, NHS number - To ensure you are correctly identified and your records are correctly assigned to you
  • Next of Kin / Main Carer - To enable us to communicate with them in the case of an emergency
  • Contact details of other health or social care providers including your GP - To ensure that we can communicate quickly with them to ensure your care is safe, effective and responsive
  • Details of your health, clinical conditions and treatments, including your medications - To ensure that the care we deliver is safe and effective.

How we process this data 
Depending on the method of referral or admission to our services, we may collect this data manually or on a computer tablet.  Once the data is uploaded it is immediately and automatically deleted from the tablet.  This information is either uploaded via a dedicated telephone signal to our clinical system or entered on to our system.  

We maintain paper records relating to the care and treatment we provide. 

We provide relevant information to internal staff and volunteers in order to enable us to provide a safe, effective and responsive service to you.  Examples include:

  1. Where we offer you transport to the hospice, your name and address and any relevant risk assessment would be shared with drivers and escorts;
  2. In order for you to access the full range of services we offer we may share your data with relevant health and social care professionals and therapists either employed directly by the hospice or contracted in to work for us;
  3. We may need to provide information to the pharmacy at County Hospital in order to obtain medications for you when you are discharged.

Sharing this data

  • For your benefit we need to share information we hold about you with other organisations which are, or will be, involved in your care, for example General Practitioners (GPs), District Nurses, Ambulance Services and Social Services.   This is to ensure the care delivered to you is safe, effective and responsive.
  • However, we will not disclose any information to other third parties without your consent, unless there are exceptional circumstances, such as when the health or safety of others is at risk or where the law requires it.
  • If we are asked to share information with another organisation that does not directly relate to your care, we will always seek consent prior to any information being shared.  If you choose not to consent to this when asked, then that decision will be recorded and respected.

How we store the data

  • The electronic data is stored on proprietary software (Crosscare) on our own servers.  Access to this data is protected via a user log-in and password to the servers and by a second, separate user log-in and password for the software.
  • Paper records are held in lockable rooms within lockable cabinets.  When the room is not occupied by team members it is locked.

Retention of the data 
Data about your care is retained for eight years after our last contact with you, or longer if required by law to do so.

Destruction of the data

  • Paper records are destroyed by an external company shredding the records using an industrial shredder.
  • Electronic records are anonymised – your name and address details are removed from the record.

Other relevant Information Notices:
None

Other useful information:
We use a confidentiality code of conduct based on one developed by the NHS.   This code outlines the requirements that must be met in order to provide individuals with a confidential service. 

The main principles are:

  1. PROTECT look after people’s information;
  2. INFORM ensure that people are aware of how their information is to be used;
  3. PROVIDE allow people to decide whether their information can 
  4. CHOICE be disclosed or used in particular ways.

To support these requirements, there is another:

IMPROVE always look for better ways to protect, inform, and provide choice.

Everyone working for us is subject to the Common Law Duty of Confidentiality.  Information provided in confidence will only be used for the purposes stated and to which you have consented, unless there are other circumstances covered by the law.

Under our Confidentiality and Data Protection Policy, all of our staff are required to protect your information, inform you of how your information will be used (for example as stated in this Information Notice), and allow you to decide if and how your information can be shared. This will be documented in your records.

Information Notice - Carers

This Information Notice applies to:

  • Carers of patients of Katharine House Hospice

Broad nature of data collected and our use of this data

  • Name, address, contact details - To enable us to contact you
  • Details of contacts we have with you, including attendance at sessions we run -  To enable us to assess the value of services we provide

How we process this data

  • We only use personal data about carers to enable us to contact and support carers of our patients

Sharing this data

  • We would not share this information with third parties without your consent.

How we store the data

  • Electronic data is stored on proprietary software (Crosscare) on our own servers.  Access to this data is protected via a user log-in and password to the servers and by a second, separate user log-in and password for the software.
  • Paper records are held in lockable rooms within lockable cabinets.  When the room is not occupied by team members it is locked.

Retention of the data

  • Data is retained for eight years after our last contact with you, or longer if required by law to do so.

Destruction of the data

  • Paper records are destroyed by an external company shredding the records using an industrial shredder.
  • Electronic records are anonymised – your name and address details are removed from the record.

Other relevant Information Notices:

None