Privacy Policy

The Review of learning disability and autism in the Mental Health Act (here in after – the review) fully respects your right to privacy and is committed to safeguarding it. In strict accordance with the GDPR and Data Protection Act (2018) and other related legislation, we treat any personal information you supply to us with the highest standards of security and confidentiality.

Please read this policy carefully as it explains to you how we are going to process your data. If you have any further questions contact us at: catherine.evans13@nhs.net and we will gladly assist you.

By using this site or/and our services, you consent to the Processing of your Personal Data as described in this Privacy Policy.


Accessible privacy notice

We have created an easy to understand privacy policy regarding the surveys. This explanation will be offered to data subjects before interviews, and we recommend individuals taking part on the review via online survey to read it carefully. Note – it applies to use of data in the surveys only and does not replace this privacy policy.

View the survey privacy statement (in plain English) (PDF)


Table of Contents

Jump to:

  1. Definitions used in this Policy
  2. Data protection principles we follow
  3. What rights do you have regarding your Personal Data
  4. How we collect individuals’ Personal Data
  5. What Personal Data we gather about you
  6. How we use your Personal Data
  7. Who else has access to your Personal Data
  8. How we secure your data
  9. Information about cookies
  10. Contact information

Definitions

Personal Data – any information relating to an identified or identifiable natural person.
Processing – any operation or set of operations which is performed on Personal Data or on sets of Personal Data.
Data subject – a natural person whose Personal Data is being Processed.
Child – a natural person under 16 years of age.
We/us/the review (either capitalized or not) – The Review of learning disability and autism in the Mental Health Act

Data Protection Principles

We promise to follow the following data protection principles:

  • Processing is lawful, fair, transparent. Our Processing activities have lawful grounds. We always consider your rights before Processing Personal Data. We will provide you information regarding Processing upon request.
  • Processing is limited to the purpose. Our Processing activities fit the purpose for which Personal Data was gathered.
  • Processing is done with minimal data. We only gather and Process the minimal amount of Personal Data required for any purpose.
  • Processing is limited with a time period. We will not store your personal data for longer than needed.
  • We will do our best to ensure the accuracy of data.
  • We will do our best to ensure the integrity and confidentiality of data.

Data Subject’s rights

The Data Subject has the following rights:

  1. Right to information – meaning you have to right to know whether your Personal Data is being processed; what data is gathered, from where it is obtained and why and by whom it is processed.
  2. Right to access – meaning you have the right to access the data collected from/about you. This includes your right to request and obtain a copy of your Personal Data gathered.
  3. Right to rectification – meaning you have the right to request rectification or erasure of your Personal Data that is inaccurate or incomplete.
  4. Right to erasure – meaning in certain circumstances you can request for your Personal Data to be erased from our records.
  5. Right to restrict processing – meaning where certain conditions apply, you have the right to restrict the Processing of your Personal Data.
  6. Right to object to processing – meaning in certain cases you have the right to object to Processing of your Personal Data, for example in the case of direct marketing.
  7. Right to object to automated Processing – meaning you have the right to object to automated Processing, including profiling; and not to be subject to a decision based solely on automated Processing. This right you can exercise whenever there is an outcome of the profiling that produces legal effects concerning or significantly affecting you.
  8. Right to data portability – you have the right to obtain your Personal Data in a machine-readable format or if it is feasible, as a direct transfer from one Processor to another.
  9. Right to lodge a complaint – in the event that we refuse your request under the Rights of Access, we will provide you with a reason as to why. If you are not satisfied with the way your request has been handled please contact us.
  10. Right for the help of supervisory authority – meaning you have the right for the help of a supervisory authority and the right for other legal remedies such as claiming damages.
  11. Right to withdraw consent – you have the right withdraw any given consent for Processing of your Personal Data.

How we are collecting individuals’ Personal Data

Personal experiences will be collected through:

  1. Face to face interview or meeting
  2. Electronic documents, hard copies and online surveys (via Smart Survey)

Data we gather

Information you have provided us with
This would be any information provided by you when participating in one or more of our surveys, for example your name and contact information, as well as any experiences you tell us about when participating in the surveys.

Information automatically collected about you
This includes information that is automatically stored by cookies and other session tools (for logged in users only). For example, your IP address. This information is used to improve website functionality and to generate user statistics. When you use our services or look at the contents of our website, your activities may be logged by us, our Data Processing partners, or connected third parties (see below).

How we use your data

Why we are collecting your data
The Scottish Government has asked as to provide an independent review to know whether the Mental Health Act works well for autistic people and for people with learning disability.

To enable us to carry out this review we need to collect information about experiences and views. The participation on this review is entirely voluntary.

We use your data on legitimate grounds. We do not rely on consent when the data processing is necessary to carry out with our statutory duties. We can process the data because it is in the public interest and we have been given the authority to collect and process the data with the particular purpose of conducting the independent review of learning disability and autism in the Mental Health Act. The report will be anonymous, so no-one will be identifiable.

Who else can access your Personal Data

We do not share your Personal Data with strangers. Personal Data about you is in some cases provided to our trusted partners in order to either make providing the service to you possible or to enhance your customer experience. We share your data with:

Our processing partners:

  • Kualo Ltd: this website is hosted with Kualo in their Data Centre in London. They process all data that originates on the website and all traffic to and from the website in order for the website to function.Read their privacy policy here.

Our business partners:

  • Mental Welfare Commission for Scotland: The data gathered via surveys linked to this website is stored on encrypted systems by the Mental Welfare Commission for Scotland.Data is stored in its original form and is anonymised before reporting.

    Data is only stored for the time that the review is happening.

    If you have submitted a survey, when the review is over and the final report is produced we will contact you to tell you that we are deleting your records.

    The Data Controller for the Mental Welfare Commission for Scotland is:

    Information Governance Manager
    Mental Welfare Commission for Scotland
    3rd Floor, Thistle House
    91 Haymarket Terrace
    Edinburgh EH12 5HE
    Telephone: 0131 313 8777

    Place of processing: UK

    Read the Mental Welfare Commission for Scotland privacy statement here

    View the IRMHA survey privacy statement in plain English (PDF)

  • Smart Survey: Smart Survey is a third party service who host and process the surveys linked to this website.Data is stored by Smart Surveys on encrypted systems in its original form and is anonymised before reporting.

    Data is only stored for the time that the review is happening.

    If you have submitted a survey, when the review is over and the final report is produced we will contact you to tell you that we are deleting your records.

    Smart Survey data security information (scroll to ‘Your Data is secure with us’)

    Read the Smart Survey privacy policy here

    View the IRMHA survey privacy statement in plain English (PDF)

  • Citizen Space (Delib Limited): Citizen Space is a third party service operated by Delib Limited who host and process some of the surveys linked to this website. As detailed in their Privacy Policy, IRMHA is the Data Controller and Citizen Space is the processor for any data submitted through this platform.
    Read the Delib Limited privacy policy here
  • Bold: This website was created and is maintained by Bold in Glasgow. They have access to the site admin in order to keep the site software updated and attend to any technical issues which may occur, they will not access user data unless required for the technical upkeep of the site. The only user data stored by the site is that of review staff members and Bold support staff who log into the website for administrative purposes.Read their privacy policy here

    View the IRMHA survey privacy statement in plain English (PDF)

Connected third parties:

  • YouTube video widget (Google Inc.): YouTube is a video content visualisation service provided by Google Inc. that allows this website to incorporate content of this kind on its pages. The review hosts videos on Youtube, but the review does not store or share personal data on Youtube or other Google services.
    Personal Data collected: Cookies and Usage data.
    Place of processing: US
    Read the Youtube privacy policy
  • Dropbox (Dropbox, Inc.): Dropbox is a service to save and manage backups provided by Dropbox Inc.
    Place of processing: United States. Privacy Shield participant.
    Read the Dropbox privacy policy hereNote – this review website gathers no personal data directly except for logged in users as mentioned above. Backups consist only of the website files and database.

We only work with Processing partners who are able to ensure adequate level of protection to your Personal Data. We disclose your Personal Data to third parties or public officials when we are legally obliged to do so. We might disclose your Personal Data to third parties if you have consented to it or if there are other legal grounds for it.

How we secure your data

We do our best to keep your Personal Data safe. We use safe protocols for communication and transferring data (such as HTTPS). We use anonymising and pseudonymising where suitable. We monitor our systems for possible vulnerabilities and attacks. This website has several layers of security enabled and the site installation has been modified on setup for extra security.

Even though we try our best we can not guarantee the security of information. However, we promise to notify suitable authorities of data breaches. We will also notify you if there is a threat to your rights or interests. We will do everything we reasonably can to prevent security breaches and to assist authorities should any breaches occur.

If you have an account with us, note that you have to keep your username and password secret.

Children

We do not intend to collect or knowingly collect information from children. We do not target children with our services.

Cookies and other technologies we use

For ordinary visitors (not logged in), this website makes no use of cookies directly. The only cookies in use are set by Youtube (if a visitor plays one of the videos) or by Smart Survey and/or Citizen Space (if a visitor clicks on a link to complete a survey).

We use cookies and/or similar technologies to administer the website, track logged in users’ movements, and to collect information about logged in users. Logged in users will be review staff or support staff from our IT team at Bold.

A cookie is a tiny text file stored on your computer. Cookies store information that is used to help make sites work. Only we can access the cookies created by our website. You can control your cookies at the browser level. Choosing to disable cookies may hinder your use of certain functions.

We use cookies for the following purposes:

  • Necessary cookies – these cookies are required for you to be able to use some important features on our website, such as logging in. These cookies don’t collect any personal information.
  • Functionality cookies – these cookies provide functionality that makes using our service more convenient and makes providing more personalised features possible.

You can remove cookies stored in your computer via your browser settings. Alternatively, you can control some 3rd party cookies by using a privacy enhancement platform such as optout.aboutads.info or youronlinechoices.com. For more information about cookies, visit allaboutcookies.org.

Contact Information

Site Owner/Data Controller
Catherine Evans
Project Manager
The Review of learning disability and autism in the Mental Health Act
The Mental Welfare Commission for Scotland
3rd Floor
Thistle House
91 Haymarket Terrace
Edinburgh
EH12 5HE

Email: catherine.evans13@nhs.net

Supervisory Authority
Information Commissioner’s Office
45 Melville Street
Edinburgh
EH3 7HL

Phone: +303 123 1115
Email: scotland@ico.org.uk
Website: https://ico.org.uk

Changes to this Privacy Policy

We reserve the right to make change to this Privacy Policy.
Last modification was made August 30th, 2019.