Privacy policy

Last updated: 19 December 2024

1. Overview

This Evaluation Toolkit Website is owned and managed by a collaboration between Third Sector Together, Brunel University London, Imperial College Health Partners, Imperial College Healthcare NHS Trust, the National Institute for Health and Care Research Applied Research Collaboration Northwest London and North West London Integrated Care Board. For the purposes of this Privacy Policy, all organisations involved in this collaboration will be referred to as ‘we’, ‘us’ or ‘our’.

This Privacy Policy covers any personal data that we process when you access or otherwise engage with our website at nwlevaluationtoolkit.org.uk. You can get in contact with us for general enquiries by post at: Imperial College Health Partners, Spaces, 307 Euston Road, London NW1 3AD Or by email at: EA@imperialcollegehealthpartners.com.

Please see the ‘getting in touch or making a complaint’ section below for further information. We take our responsibilities under both the UK GDPR and Data Protection Act 2018 very seriously. You can be assured that your information will be used appropriately and in a lawful manner and always in line with data protection legislation. We will store your data securely with appropriate safeguards in place to protect it against unauthorised or unlawful processing.

2. What Personal Data Is Being Used?

When you access or otherwise engage with our website, we process different types of personal data depending on the circumstance.

No personal data we collect will be made available to any third parties save for purposes necessary in order to fulfil our purposes communicated to you in the present Privacy Policy. Where information is shared, it will be done on strictly need-to-know basis and limited to what is necessary.

Below we have provided the different scenarios in which we collect your personal data:

Cookies

When accessing our website, cookies will be used in order to allow basic functionality. These cookies are strictly necessary as without them, the site cannot function.

We also use analytical/marketing cookies, which we only collect if you consent to us collecting these cookies when you first go on our webpage. In other words, they are optional.

The optional cookies we collect are:

Personal data collected via the ‘contact us’ form
If you have questions about a technical issue with the website, feedback regarding the website for improvement purposes, a query on healthcare evaluations or a resource you believe should be on our website, we encourage you to get in touch via the ‘contact us’ form. When you use the ‘contact us’ form for support with a website related query with regards to a technical issue, we will not collect any personal data about you, unless you provide personal data in the form of a free text box. If your query relates to feedback you have for us on the content of the website for improvement purposes, it is optional for you to provide us with personal data in the form of first name, last name, email address and the organisation you work for. Doing so could be a useful way for us to obtain further details about your feedback. If your query is about healthcare evaluations or if there is a resource that you believe should be added to our website, we will collect your first name, last name, organisation you work for, email address and the information you provide us in the form of a free text box.

Personal data collected via the ‘request an evaluation surgery’ form When you submit a form for support with conducting a healthcare evaluation, we will collect your first name, last name, organisation you work for, email address and the information you provide us in the form of a free text box.

Personal data collected via the ‘Evaluation design tool’ form When you submit a form for support with conducting a healthcare evaluation, we will collect  your first name, last name, email address and the organisation you work for.

3. How Will Your Personal Data Be Used?

Cookies

Strictly necessary cookies will be used for purposes in order for our website to run effectively and for you (as the viewer) to be able to access the website. Non-essential cookies will also be used provided you have given your consent.

Personal data via the ‘contact us’ form

The personal data we collect when you submit a request for support with a website related matter via the ‘contact us’ form will be processed by the London Bureau and colleagues at ICHP and NWL ICB on a need-to-know basis. If it relates to a technical issue you are experiencing with the website, the information you provide in the form of a free text box will inspected by the London Bureau – our website host and developers – so they may assist in providing you with a solution. If it relates to healthcare evaluation material on the website, designated colleagues at ICHP and NWL ICB on a need-to-know basis will make notes on your query so that you may be responded to.

Personal data collected via the ‘request an evaluation surgery’ form

The personal data we collect when you submit a request for support with a healthcare evaluation via the ‘request an evaluation surgery’ form will be processed by the London Bureau and one colleague at ICHP and one at NWL ICB.  From there, your personal details will be forwarded to an experienced volunteer from a NW London organisation that has been deemed the most appropriate to assist you based on the subject matter and circumstances of your request, alongside the answers you provided to the questions in the form so that they might adequately help you.

Personal data collected via the ‘Evaluation design tool’ form

The personal data we collect when you submit a request for support with a healthcare evaluation via the ‘Evaluation design tool’ form will be processed by the London Bureau and one colleague at ICHP and one at NWL ICB.  From there, your personal details will be forwarded to an experienced volunteer from a NW London organisation that has been deemed the most appropriate to assist you based on the subject matter and circumstances of your request, alongside the answers you provided to the questions in the form so that they might adequately help you.

4. What Is Our Lawful Basis For Processing Your Personal Data?

As the data controllers for the personal data we collect through our website, we rely on the following lawful bases under the General Data Protection Regulation:

• Article 6(1)(a) UK GDPR – Consent (personal data we collect via non-essential cookies, personal data collected via evaluation support requests and personal data collected via website support related requests that relate to the overall aim of providing healthcare evaluation support)
• Article 6(1)(f) UK GDPR – Legitimate Interests (personal data we collect via website related support requests that solely relate to the technical functioning of the website).

5. How Long Will We Retain Your Personal Data For?

Your personal data will be kept in line with our statutory and organisational retention schedules and any legal obligation placed on us to keep your records. We retain personal data for different amounts of time depending on its purpose.

Generally, we may retain your personal data collected for the following periods:

6. Who Do We Share Your Personal Data With?

We use third party suppliers to process data under contract to provide our services (“processor(s)”), and we share the absolute minimum personal information required as part of this process. 

We may also be required to share your personal information with law enforcement agencies, regulators, courts or other public authorities if we have to by law. Where we are required to do so by law, we will only share what is necessary.

7. Your Personal Data Rights

As a data subject, you have legal rights on how your data is used. Whilst we have described your rights here, you can find more information on your rights on the following guidance link by the ICO:

The right to object                

You have the right to object to the processing of your data where we act as a data controller and processes personal data on for purpose of a public task or under legitimate interests.

The right to be informed

As a data subject, you have the right to be informed about how your data is collected and used. This Privacy Policy serves as our transparency material for data subjects as to how your personal data is used, informing you of our uses.

This Privacy Policy aims to provide you with information in a concise, transparent, intelligible way which is easily accessible and uses a clear and plain language.

The right of access

As a data subject, you have the right to access and receive a copy of the personal data we hold about you. You can make a subject access request to us for this information.

We will provide the information in an accessible, concise, and intelligible format, and it will be disclosed in a secure way.

We have processes to ensure that you will receive it without undue delay and within one month of receipt, with the exception of circumstances in which we can lawfully extend the time limit to respond to your request.

We have the right to refuse such a request where there is a relevant restriction, or where the request is manifestly unfounded or excessive.

The right of rectification

As a data subject, you have the right to rectify inaccurate personal data which we hold on to you. You can make a request to us verbally or in writing if you believe that information we hold on you is inaccurate.

We have the right to refuse a request and we are aware of the information we need to provide to you.

We have processes to ensure the response to a request for rectification without undue delay and within one month of receipt. In certain circumstances, we can extend the time limit to respond to a request.

The right of erasure

In certain circumstances, as a data subject you have the right to request verbally or in writing that we erase the personal data we hold about you. You can only request the personal data is erased where: it is no longer necessary for the purposes we collected it, if you provided the information by consent and you withdraw your consent, we have processed the information unlawfully, the erasure is in line with a legal obligation.

The right of restricting processing

In certain circumstances, as a data subject you have the right to request verbally or in writing that we restrict the processing of your data for a period of time. You can only request the processing of personal data is restricted where: you are contesting the accuracy of the personal data and it is being verified; the data has been unlawfully processed; we no longer need the personal data but you require us to keep it in order to establish, exercise or defend a claim.

The right of data portability

As a data subject, you have the right of data portability, meaning you have the right to receive a copy of your personal data in a structured, commonly used and machine readable format. The right of portability only applies where we have collected this information via consent or the performance of a contract and we are processing the data by automated means (i.e. not paper files). The right of data portability does not apply to any data we collected with legitimate interests as a lawful basis.

8. Getting In Touch Or Making A Complaint

Contacting Us

Should you have any queries about the how your information is used then please contact our team.

You can do so by post at: Imperial College Health Partners, Spaces, 307 Euston Road, London NW1 3AD

Or by email at: EA@imperialcollegehealthpartners.com

If you still remain unhappy with the answers provided, after engaging the team above, you can make a complaint directly to our designated Data Protection Officer at: ichp@Informationgovernanceservices.com

Contacting the Information Commissioner’s Office (ICO)

If you do have a complaint regarding how we have handled your data, we would always encourage you to contact us first so we can try and resolve your complaint. However you always have the right to lodge a complaint to the ICO, the UK’s data protection supervisory authority.

You can do so by post at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9, 5AF.

By telephone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

By email at: https://ico.org.uk/global/contact-us/email/

Alternatively, you can report a concern on the ICO website: https://ico.org.uk/concerns/