KMMS Privacy Notice for Patient Engagement Programme

KMMS stands for Kent and Medway Medical School – we are a collaboration between Canterbury Christ Church University and the University of Kent. KMMS is also working in partnership with Brighton and Sussex Medical School for support and quality assurance purposes. Because of the nature of these collaborations KMMS sometimes use existing policies and procedures from each university. Where this is the case, we provide a link to the policy below.

We create a record in your name as soon as you complete and submit the patient engagement expression of interest form. This form collects personal information about you, such as your name, contact information (telephone numbers, e-mails), where you live and whether you have any accessibility needs.

Once you have agreed to participate in our Patient Engagement programme, we will ask you to complete an application and consent form. The form collects additional information such as your address, car registration number,  and personal characteristics, including age/date of birth, gender, pronouns, ethnicity, health, and disability information.

We ask you to complete an In Case of Emergency (ICE) form which collects a next of kin or emergency contact person’s name, their relationship to you, primary contact, telephone number and optional contact telephone number. You can update this at ay time by resubmitting the form.

Data protection law sets out several reasons for collecting and processing your personal data.

We rely on your consent to process your data for the Patient Engagement programme. We provide you with information about the programme to enable you to make an informed decision about whether to participate. You can ask questions about the programme to help you make an informed decision.

You can withdraw your consent at any time by e-mailing patientengagement@kmms.ac.uk. You do not have to give a reason, and you will not suffer any detriment if you withdraw your consent.

We may need to process your data to protect another person’s vital interests. It will take place only where we cannot process your data on another legal basis. For example, we may disclose information to protect your vital interests following your admission to a hospital A & E department with life-threatening injuries.

We are committed to the data protection principles of good practice for handling information. We hold personal information securely.

We will only transfer data within the University on a ‘need-to-know’ basis.

We collect a broad range of information from you to support our patient engagement activities within the school. We do this to ensure better and more effective patient engagement activities.

We use your data to improve the wider patient engagement and student experience and the quality of teaching, learning and assessment.

We use information about any disabilities and special requirements you tell us about so that we can make reasonable adjustments to support your involvement with the school.

We use the equal opportunities data (which is special category data) you provide for monitoring purposes. We use this data to ensure we take account of the views of and have representation from patients with specific protected characteristics, disabilities, and health conditions.

We may use your data or contact you to carry out research or evaluation to do with the patient engagement experience.

We may use your personal contact data to provide you with updates on the Patient Engagement programme in KMMS and to contact you to find out about your experience of the programme or to offer you support. We may use an external agency to undertake this research on our behalf.

We may use your personal data in published materials where your identity will be anonymous.

We may use your data to identify if you need support and to provide you with relevant opportunities to input into teaching and assessment at times appropriate to our students’ studies.

We may contact your next of kin or emergency contact person if there is an emergency where you are taken ill. Where practical we will ask for your consent to do this.

We may contact your next of kin or emergency contact person if we are unable to get a response from you by phone, email and post after 2 months.

Your personal data is shared within the University on a ‘need-to-know’ basis.

We sometimes use external service providers to carry out activities for us, for instance, to arrange events and carry out surveys. If so, they may process your personal information. They do this processing under contract with us. These contracts contain confidentiality obligations.

We share data with organisations where we have legal or regulatory requirements.

We may share data when we have significant concerns about your safety or wellbeing or the safety of others. We would always try to discuss this with you in the first instance where possible.

We only keep data for as long as necessary. You can choose to leave the Patient Engagement programme at any point.

We will retain your personal data for six years after you leave the programme.

We would retain some anonymised data about your involvement to enable us to report on patient engagement activity.

You have the right to ask for a copy of the information about you that we hold. There is no charge, and you can make a request orally or in writing. If you want the information, you can e-mail us at patientengagement@kmms.ac.uk. We will respond in a calendar month.

You have the following rights:

• To ask for inaccurate personal data to be rectified or completed if incomplete.
• To have personal data erased in certain circumstances.
• To request the restriction or suppression of your personal data in certain circumstances.
• To request the portability of your personal data in certain circumstances.

• To object to the processing of your personal data in certain circumstances

KMMS is a partnership between two data controllers – Canterbury Christ Church University and the University of Kent.

Contact details of both controllers and DPOs:

Canterbury Christ Church University
Robert Melville
North Holmes Road
Canterbury
CT1 1QU

E-mail: dp.officer@canterbury.ac.uk
Telephone: 01227 767700

University of Kent
Laura Pullin
Registry
University of Kent
Canterbury
Kent CT2 7NZ

E-mail: datapro@kent.ac.uk

If you wish to contact the Data Controllers or make a complaint

If you have a general query about your data or would like to be removed from our Patient Engagement programme, please contact patientengagement@kmms.ac.uk

Canterbury Christ Church University will act as the main point of contact for all complaints relating to personal data. Please e-mail dp.officer@canterbury.ac.uk

Should you feel we did not handle your data correctly, or you are unhappy with our response to any requests you made to us regarding using your personal data, you can complain to the Information Commissioner’s Office. The contact details are:

The Information Commissioners’ Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone: 0303 123 1113

Website: www.ico.gov.uk