Who are we?
UK NEQAS for H&I is an external quality assessment provider and part of Velindre University NHS Trust. We are also part of a consortium of UK NEQAS centres based throughout the UK who provide healthcare related external quality assessment services to registered participants.
Our privacy notice explains how UK NEQAS for H&I uses personal data. All references to ‘we’ or ‘us’ in this notice refer to UK NEQAS for H&I.
What information we collect about you?
We collect personal data about you and relevant personnel within your organisation when you register with us to enable us to provide the external quality assessment service. We also collect information when you voluntarily complete surveys and provide feedback.
Personal data that we may hold includes details such as name, job title, e-mail address, and contact numbers. We want to make sure your personal information is accurate and up to date and will ask you to review the information we hold during the annual re-registration process. However, if at any time you think the information we hold is inaccurate or incomplete please contact us to update the information we hold.
Security and use of personal data?
We collect information about you to process your registration and provide external quality assessment services. This may include contacting you, or the personnel within your organisation designated by you, regarding sample distributions, result submission, reports, performance, financial/payment queries or other relevant external quality assessment business. We may also contact you with voluntary surveys and information about our services and participant meetings.
We may use the information you provide to determine the services most relevant to you and for grouping participants for the purposes of external quality assessment (e.g. those located in the same country).
We ensure your information is kept in strict confidence, kept secure and safeguarded from unauthorised access, in accordance with Data Protection legislation.
What is our legal basis for processing your personal data?
When we collect and use your personal data, we will make sure this is only being processed in accordance with at least one of the legal grounds available to us under Data Protection legislation.
Where necessary we may process your personal data with your consent or where there is a legal requirement to do so, such as where we have a legal obligation as a service recognised as a public authority and/or in carrying out our functions or performance of a task in the interests of the public.
Where we process your personal data, and unless there is a legal obligation to use or disclose information about you (as mentioned above), we will never share your personal data with others outside Velindre University NHS Trust or the UK NEQAS consortium. However, there are certain occasions it is necessary to share your data in order for us to provide the service. These are:
- If you choose to have samples delivered using a courier service it is necessary to share relevant contact details with an approved courier to allow them to deliver the samples and so they may contact you in the event of an issue with delivery.
- If you register for UK NEQAS for H&I services through a 3rd party agent or distributor it may be necessary to share your details with the agent/distributor and vice-versa to confirm the external quality assessment arrangements for samples and payments.
- There are some occasions where we have a duty to share your information, e.g. with the National Quality Assurance Advisory Panels (NQAAPs) for performance monitoring of laboratories in the UK.
Anyone who receives personal data from us is also under duty to keep this information confidential.
How long do we keep your personal data?
We will keep your personal data in our secure systems while you are registered to participate in UK NEQAS for H&I services. If you notify us that you no longer wish to participate in any of services, we will archive your details indefinitely, in the event that you may wish to rejoin our services in the future or for requests to access historic reports or information required for legal purposes. Once your details are archived, you will not receive any routine contact from UK NEQAS for H&I.
Your Rights and your personal data
You have the right to obtain a copy of personal data we hold about you, and for this to be provided free of charge. If you would like to receive some or all of your personal data (called a Subject Access Request), please contact us.
In addition to the right of access as detailed above, Data Protection law gives you a number of further rights, and these are:
- The right to be informed.
- The right to rectification.
- The right to erasure.
- The right to restrict processing.
- The right to data portability.
- The right to object.
- Rights in relation to automated decision making and profiling.
Not all these rights are absolute, and where possible we will seek to comply with your request, but we may need to hold or process your personal data in connection with one or more of our legal functions.
Contacting us about your personal data
UK NEQAS for H&I
Welsh Blood Service
Ely Valley Road
Telephone: 01443 622185
Alternatively please contact our Data Protection Officer at: –
Velindre University NHS Trust
Unit 2 Charnwood Court
For independent advice about data protection, privacy and data-sharing issues, or if you should ever be dissatisfied with the way we have handled or shared your personal data you can contact the Information Commissioners Office (ICO) at:
ICO Wales contact details
Information Commissioner’s Office – Wales
2nd Floor, Churchill House
Telephone: 029 2067 8400
Fax: 029 2067 8399
ICO Head office details
Information Commissioner’s Office – Wycliffe House
Telephone: 0303 123 1113 or 01625 545745
Fax: 01625 524510
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