Privacy Policy

We take our duty to protect personal information and confidentiality very seriously and we are committed to comply with all relevant legislation and to take all reasonable measures to ensure the confidentiality and security of personal data for which we are responsible, whether computerised or on paper. We gather and use certain information you provide, in order to deliver products or services and enable functionality. This is done when you submit information to us. We also collect information to better understand how visitors use this website to present timely and relevant information to them. This is done through the use of cookies.

Key details of the privacy policy

The Website/ System privacy policy describes how staffawards.this.nhs.uk makes use of the information you give the company when you use this website If you are asked to provide information when using this website, it will only be used in the ways described in this privacy policy. This policy is updated from time to time to reflect any changes. The latest version is published on this page. This website privacy policy was updated on: 15/01/25. If you have any questions about this policy, please email Webteam@this.nhs.uk or write to us at: Unit 13, Ainley Bottom, Ainleys Industrial Estate, Elland, West Yorkshire, HX5 9JP

What information is being collected through personal submission and how do we collect that

By submitting a nomination you agree that we may collect the following information:

  • Your name
  • Email address
  • Organisation/Team
  • Nomination

What information is being collected through cookies and how we use them

We use cookies for our analytics procedure, which is classed as observed data, to track demographics and movements through our site online. Please see our cookie policy page for more information on cookies and how we use them.

Who is collecting this information and who is your information shared with?

We, The StaffAwards Team, as the data controller, are collecting this information with your consent and will only share your information within The StaffAwards Team and those involved from the Health Informatics Service who are our Data Processor and are involved in the maintenance of the system. We promise we will never share your details with anyone else. We are The StaffAwards Team, Calderdale and Huddersfield NHS Foundation Trust Our registered office is Acre House, Acre Street, Huddersfield HD3 3HE Our Data Protection Officer is: Helen Holt, helen.holt@this.nhs.uk, 07748 623531 Data Processor The Health Informatics Service is an IM&T Provider, providing solutions to over 40 organisations throughout the UK. Their Registered office is Unit 13, Ainley Bottom, Ainleys Industrial Estate, Elland, West Yorkshire, HX5 9JP Their Data Protection Officer is: Helen Holt, helen.holt@this.nhs.uk, 07748 623531

Why is this information being collected and how your information will be used?

With your consent your information is being collected to create a nomination which will then be scored by shortlisters. We also use this information to gather statistics on the uptake of divisions and the correlation to categories. The provision of this personal data is part of a statutory or contractual requirement to nominate and failing to provide this personal data will result in the nomination not going forward.

The legal basis for processing your data

Under The General Data Protection Regulation (GDPR) 2018 your data is processed under the following lawful processing: Personal data under 6(1)(a) “the data subject has given consent to the processing of his or her personal data for one or more specific purposes;” or 6(1)(b) “processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;”

How long is this information kept for?

Information is held in the system for up to 1 year from the launch of that year’s nomination process. For example if the system is launched on May 1st 2018, data will only be held for 1 year in the system, being removed by May 1st 2019. Data is then extracted into excel format and archived with the StaffAwards team for the purposes of future marketing and follow up enquiries.

Your rights as a data subject

You as the data subject have the following rights:
Under the Data Protection Act - 6th Principle:

  • a right of access to a copy of their personal data;
  • a right to object to processing that is likely to cause or is causing damage or distress;
  • a right to object to decisions being taken by automated means;
  • a right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed; and
  • a right to claim compensation for damages caused by a breach of the Act

Under the General Data Protection Regulation (GDPR)

  • a right to confirmation that their personal data is being processed and access to a copy of that data which in most cases will be Free of Charge and will be available within 1 month (which can be extended to two months in some circumstances)
  • Who that data has or will be disclosed to;
  • The period of time the data will be stored for
  • a right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed;
  • Data Portability – data provided electronically in a commonly used format
  • The right to be forgotten and erasure of data does not apply to an individual’s health record or for public health purposes
  • The right to lodge a complaint with a supervising authority (see Raising a concern page 7)

For more information on your rights and what this means please see the ICO’s Documentation here. Please note: Should you have a problem with the way your data is being handled, in the first instance Data Subjects should be going to the organisations DPO to make a formal complaint, In the second instance individuals have a right to complain to the ICO.

You’re right to object, refuse or withdraw consent

If you have any concern about the data held on yourself or would like to request your details be removed from record please contact webteam@this.nhs.uk. Please note: Should you have a problem with the way your data is being handled, in the first instance Data Subjects should be going to the organisations DPO to make a formal complaint, In the second instance individuals have a right to complain to the ICO.

Security

Confidentiality affects everyone: the Calderdale and Huddersfield NHS Foundation Trust collect’s, stores and uses large amounts of personal and sensitive personal data every day, such as medical records, personal records and computerised information. This data is used by many people in the course of their work. We take our duty to protect personal information and confidentiality very seriously and we are committed to comply with all relevant legislation and to take all reasonable measures to ensure the confidentiality and security of personal data for which we are responsible, whether computerised or on paper. At Trust Board level, we have appointed a Senior Information Risk Owner who is accountable for the management of all information assets and any associated risks and incidents, and a Caldicott Guardian who is responsible for the management of patient information and patient confidentiality. We will always hold your information securely. To prevent unauthorised disclosure or access to your information we have implemented strong physical and electronic safeguards. We also follow stringent procedures to ensure we work with all personal data in line with the GDPR legislation.

Links from our site

Our website may contain links to other websites. Please note that we have no control of websites outside the staffawards.this.nhs.uk domain. If you provide information to a website to which we link, we are not responsible for its data protection and privacy. Always be wary when submitting data to websites. Read the sites data protection and privacy policies fully.