Governors’ Privacy Notice

When you are elected as a Governor we collect the following information from you:

• Name
• Contact information (address, phone number, email address)
• Any special requirements you may have (this may contain special category, sensitive information, such as dietary or other such health related information)
• Declarations of interest, which may include political membership 

Should you consent to do so, the Trust will also collect from you a photograph of you and a profile so this can be placed on the website.

The Trust collects personal data to manage the role of Governors and to ensure effective communication between the Trust, the Governors and other stakeholders. This information is necessary to support governance functions, including participation in meetings, decision-making and engaging in the Trust's governance processes.

Where sensitive information is provided for any special requirements, you have provided, this will be processed solely for the provision of this requirement only.

Our lawful basis for processing the personal data collected is that we are carrying out a task in the public interest. Specifically, that the data you provide is necessary to allow us to effectively operate the Trust’s Governance arrangements in accordance with our Constitution.

The Trust additionally has a legitimate interest to process your personal data. This will usually apply where the Trust collects, stores and shares your communications and/or other personal data you provide the Trust to ensure effective governance. The Council of Governors have agreed, in line with the Governors’ Code of Conduct’s principles of openness and accountability, that any communication a Governor sends or receives that has an impact on the governance of the Trust, including participation in meetings or decision-making, will be shared with all members of the Council of Governors. 

Where you provide certain special requirements which may contain special category data, we rely on your explicit consent in providing this information.

The Trust will use personal data for the following purposes:

• To contact Governors for relevant governance activities and events.
• To provide Governors with information regarding Trust meetings, decisions and updates.
• To enable Governors to contact each other directly
• To manage and support the governance structure, including the maintenance of accurate records.
• To enable Governors to be contacted by members and the public, via an email address managed by the Engagement team (rduh.royaldevonmembers@nhs.net)

If you consent to your information being made available on the Trust website (see Website Profile Consent below) your profile will be made available to the public and visitors of our website.

Information may also be shared with the Trust’s members and stakeholders when you are elected/re-elected and leave your role as a governor.

To support engagement with the Trust, with members and with the public, and to provide a public overview of our governance structure, we will include a profile of you as a Governor on the Trust’s website. This profile will include your name, role and any relevant background information.  This is a public task as it is necessary as part of our governance arrangements, for accountability and transparency and we are required to facilitate communication between members and Governors.

A Trust email address (rduh.royaldevonmembers@nhs.net) is provided alongside this information to enable members and the public to contact relevant Governors via the Trust.

Your personal data will be retained for as long as you are a Governor of the Trust and for an indefinite period after your tenure, as required for historical governance records (the Trust’s Constitution states that no-one may serve for longer than 9 years as a Governor, requiring records to be kept), legal obligations, or as otherwise permitted by law.

You have the right to:

• Request access to your personal data held by the Trust.
• Correct any inaccuracies in your personal data.
• Withdraw consent where it has been given (e.g. for the website profile).
• Object to the processing of your personal data in certain circumstances.
• Have personal data deleted where the Trust no longer has a lawful reason to retain it.

If you have any questions or concerns about how we manage your information, then please contact the Data Protection Officer for our Trust:

rduh.dpo@nhs.net    

The Information Commissioner’s Office (ICO) is the body that regulates the Trust under Data Protection and Freedom of Information legislation.  If you are not satisfied with our DPO’s response or believe we are not processing your personal data in accordance with the law, you can complain to the ICO at:

Information Commissioner’s Office (ICO)
Wycliffe House 
Water Lane
Wilmslow
Cheshire
SK9 5AF

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

Website: https://ico.org.uk/concerns/

Email: casework@ico.org.uk