Why do you keep information about me?

We collect and keep information about you so that we can give you the best service we can and the care and treatment you need.

What information do you hold?

We keep information about you, usually electronically. This includes:

Personal details, such as

  • Name and address
  • Telephone number and email address
  • Date of birth
  • Next of kin

Health information, such as

  • Notes and reports about your illness
  • Treatment and care you are receiving,including your medication
  • Results of x-rays, scans and tests

Financial information (where you have shared this with Fundraising), such as

  • Your credit card or banking details

Who might you share information with?

The clinical teams will share your health information with each other. This helps us give you the care and treatment you need in a safe and co-ordinated way. Often it may be helpful to share your personal and health information with the other health or social care professionals involved in your care, such as your GP or hospital specialist. If you don’t want us to do this, you have the right to ask us not to do so. We will explain any implications this may have for your care.

We do have a legal obligation to share information about you if:

  • You have an infectious disease that may put others at risk, e.g. tuberculosis
  • You are a danger to yourself or others
  • A formal court order has been granted

We may use or give other healthcare or social care organisations anonymous information, where anything that identifies you has been removed to support audit and research. You can tell us if you would not like your information used in this way.

We will always ask your permission to use your personal story or photograph for promoting Trinity. We do not share your information with organisations for the purpose of marketing.

Will you share information with my family?

We will only share information about you with your family, friends or carers if you give us your permission.

How is my information used to develop services?

Your information may be used to help us plan and improve our services, for example through research, audit or statistical information. When we do this we anonymise it so that it is not possible to identify you.

How do you keep my records safe?

Everyone working at Trinity has a legal and professional duty to keep your personal, financial and health information confidential. We follow strict guidelines about how information is collected, stored and shared.

Your information is further protected by Royal Trinity Hospice’s compliance with the requirements of the:

  • Data Protection Act (1988)
  • Confidentiality: NHS Code of Practice (2003)
  • Regulators Code of Fundraising Practice (2016)

Patient confidentiality is monitored by our Caldicott Guardian, a senior clinician who ensures Trinity protects patients’ right to confidentiality. Our Donor Charter sets out how we protect and manage confidential donor information.

How long do you keep my record?

We follow national guidance and so keep your health records for the time we are involved in your care and usually for eight years after that. Other information we may hold about you will be kept for a shorter time.

If you are a financial donor you can request, at any time, for your details to be removed from our database.

Can I see my own record?

You have the right to see a copy of any information we hold about you. You can access your record to have any factual inaccuracies corrected. If you want to look at your care record, please ask a member of the team looking after you. They can also explain anything that you may find difficult to understand.

If you wish to have a copy of your health record you will need to apply in writing to Trinity’s Director of Patient Services. Trinity will charge the fee recommended by the NHS, which is £10 for an electronic record and up to £50 if it is in another format.

What if I have concerns?

If you have any questions or concerns about how we use your health, financial and personal information please contact us.