Reading Lions Free Prostate PSA Test Event – Privacy Policy

READING LIONS CLUB is a local group of volunteers who aim to promote the health and wellbeing of the Reading community by improving the local environment, helping individuals in times of need, supporting Reading based community groups and local charities. Every penny raised goes into our community projects. Our aim is to serve the people of Reading and make a difference. We are always seeking new and fun ways of raising money.  Lions Clubs are also members of an international network of men and women who work together to answer the needs that challenge communities across the world. Reading Lions Club are a registered charity, charity number 1126848.

The Rutherford Cancer Centre Thames Valley is the location where the event will take place and is part of Rutherford Cancer Care Limited, a provider of radiotherapy, proton beam therapy, systemic anti-cancer therapies, imaging and supportive services.

Rutherford Cancer Care Limited is a Company registered in England and Wales (company number 10680302). Rutherford Cancer Care Limited are a wholly owned subsidiary of Rutherford Health plc, a company incorporated and registered in England and Wales (company number 09420705) committed to providing innovative cancer treatment.

All personal data will be collected and processed by Rutherford Cancer Care Limited (at location; The Rutherford Cancer Centre Thames Valley), referred to in this notice as RCC, and therefore this Privacy Notice informs you about the type of personal data collected by RCC and how it is processed. Where the term ‘we’ or ‘us’ is used this refers to RCC.

The term ‘personal data’ relates to any information that can, or has the potential to, identify you as an individual such as your name, address, e-mail address, phone number. It also includes less obvious information such as identification numbers, electronic location data and other online identifiers. Certain types of personal data are referred to in data protection legislation as ‘special categories’ of personal data. This is because they are classed as more sensitive and require additional protection.

Such information includes information about an individual’s:

• Race
• Ethnic origin
• Politics
• Religion
• Trade union membership
• Genetics
• Biometrics (where used for identification purposes)
• Health
• Sex life
• Sexual orientation

We will process your personal data in line with data protection legislation as follows:

• We will always process personal data lawfully and fairly and in a transparent manner. We will ensure this Privacy Policy is available when you register to access our services and events.
• We will process your personal data for the purposes of enabling your registration at the Reading Lions Annual Prostate Cancer Check event and to enable us to carry out the necessary tests and reporting that are provided as part of this event.
• We will ensure that whenever we collect personal data it is adequate, relevant and not excessive in relation to the purpose for which it is being processed.
• We will ensure information processed is accurate and ask you to ensure that you enter your personal information correctly into any registration forms.
• We will ensure that your personal data is kept in a form that allows us to identify you for clinical purposes but is not kept in an identifiable format for longer than is needed. Where we need to keep your identifiable data longer for scientific, research or statistical purposes we will ensure that the appropriate technical and organisational measures are applied to protect the confidentiality of the information.
• We will ensure that the processing of your personal data is carried out securely and confidentially. This means that we have policies, procedures and training in place to ensure robust security controls are applied to the processing of your data.

To register for the Reading Lions Annual Prostate Cancer Check we require you to complete a registration form which requires the following information:

• Full name
• Gender
• Full address
• Telephone Number
• Email address
• Date of birth

Attendance at the event involves you undertaking a blood test to ascertain the level of your Prostate Specific Antigen. To enable us to provide this service to you we will ask you some additional questions on the registration form:

Under data protection legislation we must always have a lawful basis for using personal data and special category data (as described earlier). The law provides a set of lawful purposes for processing personal data.

Where we process your personal data to enable you to attend this event we are using the following lawful basis.

‘The processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.’ (The Contract Basis).

‘The data subject has given consent to the processing of his or her personal data for one or more specific purposes.’ (The Consent Basis).

‘Processing is necessary for compliance with a legal obligation to which the controller is subject.’ (The Legal Obligation Basis).

When processing special category data there are different lawful purposes that also need to be identified, and where we are collecting special category data we use the following lawful basis:

‘Processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union or Member State law or pursuant to contract with a health professional and subject to the conditions and safeguards referred to in paragraph 3.’ (The Health Care Basis).

‘The data subject has given explicit consent to the processing of those personal data for one or more specified purposes.’ (The Explicit Consent Basis).

All individuals registering for the event will be asked to consent to the following statement:

I would like to have a blood test to ascertain the level of my Prostate Specific Antigen (PSA). I understand that this could indicate the need for further examination and/or tests by my Doctor after being notified of the result of my PSA blood test. I understand that even with a normal result my prostate gland could still be abnormal and I should still visit my Doctor if I have trouble passing urine or other urinary symptoms. This test is being offered free of charge. Only my Doctor or any party he recommends will be able to offer more detailed testing, advice and treatment.

This event is run by Reading Lions Club in collaboration with Rutherford Cancer Care Limited (RCC).

• All data will be collected and held by RCC. We will not share any personal data with the Reading Lions Club.
• Personal data will be shared with Berkshire and Surrey Pathology for the purposes of processing the blood tests.
• The designated clinician responsible for reviewing results will receive the results directly from Berkshire and Surrey Pathology. Results data will contain first name, surname, date of birth, age and result.
• Letters will be sent to individuals who have undertaken a test with the results.
• All results will be kept with Pathology in line with their normal process.

As part of the processing of your personal data for attendance at the event, administration roles and clinical roles may have access to your registration data for the purposes of managing your attendance at the event. All individuals who have access to your registration data are bound by confidentiality contracts of employment or agreements.

Within the day to day running of our services, we may use third party organisations to support the essential delivery of services. These may be; IT service providers, storage & shredding companies.

Where third party organisations are used, who may have access to your personal data, we ensure that a contract is in place and security checks are undertaken.  We may also be required to share personal information to prevent fraud and to assist the police in the prevention and detection of a crime.

To enable you to register for this event we have used JotForms to provide electronic forms to register via our website. Jotforms privacy statement can be found here https://www.jotform.com/privacy/

We use CCTV cameras in RCC to protect the safety of our visitors, premises and our car parks. Personal images may be captured during recording. Signs are clearly displayed to inform visitors of CCTV recordings and recording will only be undertaken in public areas such as car parks and entrances to Centres. All recordings are held securely and deleted after 30 days in line with our retention policy.

All employees are bound by contractual confidentiality clauses in employment contracts, receive mandatory training in data protection and confidentiality and process information under the direction of mandatory policies and procedures. Audits are carried out to ensure information recorded and created is accurate, up to date and kept securely.

The Reading Lions Club and Rutherford Cancer Care Limited would like to keep you updated on the their activities that may be of interest to you, but will only do this where you have opted in to receive such updates in which circumstances we will rely on The Consent Basis for the processing.  We never share or sell your data to external marketing companies.

The right to be informed

You have the right to be informed of how we process your personal data. We inform you of how we process your data, through the provision of this Privacy Policy, and in notices we provide when you register for our services. We also inform you of other types of processing such as call recording or CCTV through notices and recorded messages. You can also contact us at any time to query any aspect of the processing of your data.

The right to access your personal information

You may contact us to request details of the type of processing we carry out on your personal data and a copy of the personal information which we hold about you. This is known as a Subject Access Request and must be submitted in writing to The Centre Manager, The Rutherford Cancer Centre Thames Valley, 3 Collegiate Square, Shinfield Reading RG2 9LH.

We must process your request within one month of receipt of the request, however, if it is a complex request we may need to extend this by up to two months. You will be kept informed if an extension is required.

The right to rectification

You have the right to have incorrect personal information amended or completed if it is incomplete.

The right to erasure

You have the right to request that we delete the personal information we hold about you. However, there are exceptions to this and in certain circumstances we may not be able to comply with your request. For example, the right of erasure of personal information does not apply to special category data where it is being processed for medical diagnosis and the provision of health and social care.

The right to restrict processing

You have the right to limit the way we use your personal information in certain circumstances. For example, this may occur if:

• You have asked us to amend inaccurate information and we need to verify the accuracy or;
• You feel that your information has been unlawfully processed

The right to data portability

Where we are processing personal data purely in electronic format, there may be circumstances where you can request to have your data transferred (if technically possible) to another individual or organisation of your choice in an electronic format.

The right to object

You have the right to object to the processing of your personal data in certain circumstances:

• Direct Marketing: You can ask us to stop processing your personal data for direct marketing at any time. When we receive an objection to processing for direct marketing we must stop processing your data for this purpose.
• Legitimate Interests: You have the right to object to us processing your personal data for our legitimate interests (i.e. our business reasons) however you must give specific reasons to why you are objecting. We may not be able to meet your request depending on the reasons stated.
• The right to withdraw consent: Where we rely on the Consent Basis or the Explicit Consent Basis to process your personal data you have the right to withdraw your consent to the processing at any time. Any withdrawal of consent will not affect the lawfulness of any processing which has already taken place before the consent was withdrawn.
• Automatic decision-making and profiling: Decisions on treatment will be made, by healthcare professionals, on an individual case-by-case basis. We do not use automated decision-making tools or profiling when you provide us with personal information.