Weight Management Programme
Your Personal information and how we use it
Sunderland City Council's Weight Management Programme needs to collect information about you in order to ensure that we can refer you onto the Weight Management Programme.
We will only use information collected lawfully in accordance with the Data Protection Act 2018 and UK General Data Protection Regulation (GDPR).
We will not use any information we hold about you for any purpose other than that for which it was collected, unless we have obtained your agreement beforehand.
What information do we collect?
We need to collect information about you to:
- secure your attendance or membership (on occasions via a payment)
- grant access to use facilities
- monitor and report on your application to the programme
- assess the quality of our services
- advise you of future opportunities
- safeguard your wellbeing
This information may be recorded in writing, or electronically on a computer, or a mixture of both.
The type of information we will collect:
- Personal and contact information (such as name and address, email, date of birth, telephone, and when required bank details or card details)
- Attendance data
- Characteristics (such as ethnicity, nationality, country of birth)
- Health information, including relevant medical information
How is the information we collect used to help you?
The information we collect may be used to help you in the following ways:
- To plan and deliver your programme
- To process applications and monitor your progress
- To safeguard you against abuse
- To ensure any concerns can be properly investigated if you are unhappy with the service
- To inform you of future opportunities to be active
Do we share information about you with anyone?
In order to deliver the programme and provide a service to you, we may also need to disclose your information to key delivery partners, so that you can access their facilities. We make sure that these third parties only use the information for the delivery of the programme, and that they have their own controls and procedures in place to safeguard your information and privacy.
We would like to share your information with other areas of Sunderland City Council and its partners who provide cultural services, events and activities that we think will be of interest to you.
We do not share information about you with anyone without your agreement unless the law requires or allows us to do so. We will always seek your permission to share information if there is no legal basis to share.
In all cases where we must pass on information, we will only share the minimum amount of information required and will use the most secure method to transfer; wherever possible data will be pseudonymised (ie. does not identify you personally) or encrypted.
The lawful basis on which we use this information
As a Local Authority, our lawful bases for processing are:
- We are exercising official authority vested in us as a Council to deliver this programme, as defined by Article 6(1)(e) of the UK GDPR
- For the performance of the contract between us as the organiser and you as the participant, as defined by Article 6(1)(b) of the UK GDPR
We need to collect and use your personal data in order to secure your application and attendance and to comply with any statutory obligations underpinning the delivery of the programme. This legislation includes the:
- Safeguarding Vulnerable Groups Act 2006
- Health and Safety Regulations
Some of the information we need to hold is classed as special category information - primarily ethnicity and any health conditions. Our legal basis for processing this data is provided by Article 9(2)(a) of GDPR - we do not process this information without your agreement.
How we look after your information
All information is held securely with physical, organisational and electronic access controls to ensure it is secure both at rest and when in transit.
How long we will look after your information
We will keep information in line with Sunderland City Council's Retention Schedule for the Sunderland Weight Management Programme. When we no longer need your information, it will be destroyed securely by deletion of electronic records and shredding of paper files.
Requesting access to your personal data
You can find out if we hold any personal information about you by making a 'subject access request' under the General Data Protection Regulation.
In addition, you have the right to request the rectification or erasure of your personal data, and to object to, or request restriction of, processing your data.
If you have any concern about the way we are collecting or using your personal information, we request that you raise your concern with us in the first instance.
Alternatively, you can contact the Information Commissioner's Office.
Data Protection Officer
Sunderland City Council