Child receiving a vaccination

South, Central and West Child Health Information Services (SCW CHIS) is commissioned by NHS England to support the monitoring of the care delivered to children in Buckinghamshire, Oxfordshire, Berkshire, Bath and North East Somerset, Swindon and Gloucestershire, and Cheshire and Merseyside.

Please read this Notice carefully as it sets out the basis on which any personal data we process will be handled. 

This Notice sets out the types of personal data that we collect about children and will explain how and why their personal data is used. We will also explain how long the data will be kept and when, why and with whom the data may be shared. The Notice sets out the legal basis we have for processing children’s personal data. 

We also explain the various rights and choices that you and your child have when it comes to the personal data processed and how you can contact us.

Controller

NHS England is the controller for our processing of personal data for CHIS and is registered with the Information Commissioner. SCW CHIS acts as data processor under contract to NHS England.

What personal data do we collect about a child and where from?

Health screening, physical examination and vaccination services are monitored to ensure that every child has access to all relevant health interventions. 

In support of this SCW CHIS maintains a record of all children resident in the areas we look after.

We receive data from GPs, maternity departments, independent midwives, health visitor providers, screening laboratories, school-age vaccination providers, school nurses and local authorities, and other CHIS providers.

Who do we share the personal data with?

SCW CHIS will keep information about all children to ensure we deliver a safe and quality service. In support of child services relevant data is shared with professionals involved in delivering services to children:

  • GPs
  • Newborn (neonatal) hearing screening
  • Newborn blood spot
  • Independent midwives
  • Maternity departments
  • Safeguarding teams
  • Local authorities
  • School-age vaccination providers
  • School nurses
  • Health visitor providers
  • Other CHIS located outside the region (supporting children as they move around).

How long do we keep the personal data for?

All information is managed in accordance with the NHS Code of Practice for Records Management. 

The CHIS will maintain a record of all children from birth up to the age of 19 (up to the age of 25 for children with special educational needs and/or disabilities). If a new CHIS provider is appointed, the data will be securely transferred to the new provider under instruction from NHS England.

What other organisations have access to the data?

SCW CHIS IT System

All SCW CHIS information is securely held on the CarePlus IT System provided by System C. Only authorised SCW CHIS staff, local authority and healthcare professionals have access to relevant information in CarePlus, regular audits are undertaken to monitor access.

Dispatch of Letters

SCW CHIS currently sends newborn blood spot result letters & GP Immunisation Reminder Letters via Synertec Ltd who securely print and dispatch our letters by Royal Mail business class. The letter information is only retained for a period to allow printing and dispatch. Once dispatched, the data is securely destroyed.

Archiving of Paper Records

SCW CHIS stores current and archived paper records at a secure records facility operated by Restore PLC.        

How will we communicate with you?

In addition to this website, we will communicate with you via letter regarding Newborn blood spot results and GP Immunisation Reminders.

What legal basis do we have for processing the information?

Healthcare data

The Secretary of State delegates several public health functions to NHS England. The public health functions agreement enables NHS England to commission certain public health services which will drive improvements in population health, including CHIS. SCW is commissioned by NHS England to discharge part of their public health duties.

Legal Basis: Public Task

GDPR individual rights applicable to this data

  • Be informed
  • Get Access to it
  • Rectify or change it
  • Restrict or stop processing it
  • Object to it being processed or used
  • Know if a decision was made by a computer rather than a person

GDPR individual rights not applicable to this data

  • Erase or remove it
  • Move, copy or transfer it

Local Authority data

SCW may provide local authorities with information necessary to support their legal obligations. Under S 436A Education Act 1996 each local authority has a legal obligation to:

  • Be aware of children residing in its area
  • Investigate cases of children missing from education and ensure children not receiving statutory provision are receiving an adequate education
  • Planning and development of services for children and young people

Local authorities will provide data to SCW CHIS for the planning of appropriate services enabling the health and wellbeing of children and families, e.g. school immunisation programme.

Legal Basis: Public Task

GDPR individual rights applicable to this data

  • Be informed
  • Get Access to it
  • Rectify or change it
  • Restrict or stop processing it
  • Object to it being processed or used
  • Know if a decision was made by a computer rather than a person

GDPR individual rights not applicable to this data

  • Erase or remove it
  • Move, copy or transfer it

Safeguarding of Children and Adults at Risk

SCW CHIS has a statutory responsibility under the Children Act 2004, Care Act 2014 and safeguarding provision within the Data Protection Act 2018 (Schedule 1, Part 2, Subsections 18 and 19) to ensure the safety of all children, and the safety of adults at risk of physical, mental or emotional harm.

Legal Basis: Public Task

GDPR individual rights applicable to this data

  • Be informed
  • Get Access to it
  • Rectify or change it
  • Restrict or stop processing it
  • Object to it being processed or used
  • Know if a decision was made by a computer rather than a person

GDPR individual rights not applicable to this data  

  • Erase or remove it
  • Move, copy or transfer it 

Complaints

All complaints are managed by our Patient Advice and Complaints Team. More information can be found on our Contact us page.

Legal Basis: Consent

How do we protect a child’s information?

SCW CHIS ensures all personal data is processed in a secure way and access is strictly controlled.

Examples of our security include:

  • Encryption – meaning that the information is hidden so that it cannot be read without special knowledge (such as a password).
  • Controlling access to systems and networks, this allows us to stop people who are not allowed to see the data from accessing it.
  • Controlling access for different user roles, so only certain data required for a specific role is accessible.
  • Training our staff to ensure they know how to responsibly and securely handle data 
  • Regular testing of our technology including keeping up with the latest security updates.
  • We do not process any personal data outside of England.
  • Third-party contracts are regularly reviewed and updated

How to access the information

We collect information from health and care organisations providing care to your child and would advise contacting your GP directly for a more complete record of their care or treatment.

Where information from which a person can be identified is held by SCW CHIS, you have the right to view or request copies of this information free of charge.

If you would like a copy of the information that SCW holds about you or your child, or you have any queries or concerns about how CHIS uses the personal data, please send your request using the contact details below:

Address:

SCW CHIS Information Team

1st Floor, Civic Annexe, Euclid Street, Swindon, SN1 2JH

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Telephone Number: 01793 466511

Do we use ‘cookies’ on our websites to collect personal data?

The site does not use cookies to store information about you. A simple cookie is created when you first visit the site but is removed when you leave.  This is purely to allow the website to function correctly.

We are committed to protecting your personal information. We want our services to be safe for everyone. 

More information on Privacy and Cookies - NHS SCW Support and Transformation for Health and Care (scwcsu.nhs.uk)

Where can I get further information?

If you have any queries or concerns about how SCW handle personal data, you can contact:

Adam Tuckett – SCW Deputy Data Protection Officer (DDPO) – This email address is being protected from spambots. You need JavaScript enabled to view it.

Liam Williams – SCW Caldicott Guardian - This email address is being protected from spambots. You need JavaScript enabled to view it.

SCW is a Commissioning Support Unit (CSU) hosted by NHS England, and we fulfil our requirement for a DPO through NHS England’s DPO, their Head of Information Governance.  

Independent advice and complaints

For independent advice and complaints about data protection, privacy, and data-sharing issues, please contact:

Information Commissioner

Wycliffe House

Water Lane

Wilmslow

Cheshire SK9 5AF

Phone: 08456 306060 or 01625 545745

Website: https://ico.org.uk/