Move More, Eat Well (Cardiff and the Vale University Health Board) Privacy Notice

The purpose of this notice is to inform you of why and how we process your personal data for the Move More, Eat Well program.

Introduction

This website is run by Move More, Eat Well project team at Cardiff and Vale University Health Board. 

Move More, Eat Well is a public health programme across Cardiff and the Vale of Glamorgan that works in partnership with public and private sector organisations to encourage individuals and groups to move more and eat well.  It is a programme of work within Cardiff and the Vale University Health Board and is delivered through the Public Health team. 

We regard your privacy as important and comply with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR). We will only use any personal information you send us for the purposes for which you provide it. We will only hold your information for as long as necessary for these purposes and will not pass it to any third parties unless required by law. All employees who have access to your personal data and are associated with the handling of that data are obliged to respect the confidentiality of your personal data. All your communications to us are protected against unauthorised access by third parties. Individuals have a right of access to their personal data that is processed by Cardiff and Vale University Health Board.

Should you wish to receive a copy of your personal data, please refer to our Subject Access page. Cardiff and Vale University Health Board aims to keep the information we have about you accurate and up to date. If however, you find errors or inaccuracies in your data, we will erase, complete or amend that information upon request.

If you have any concerns about the processing of your personal data by Cardiff and Vale University Health Board, please contact the UHB’s Information Governance Department. The Office of the Information Commissioner may also be contacted regarding any concerns you may have about the manner in which your personal data is being processed by the University Health Board.

Information We Collect

Personal Information

In order to provide our services to individuals and partners, we collect, store and use personal information.  However this does not include very sensitive information about health conditions.  This privacy notice sets out how the Move More, Eat Well team as part of Cardiff and Vale University Health Board collects and uses information about individuals.

Move More Eat Well will use your personal data if you request the team to contact you back or if you have submitted a ‘Story’ via the website form. These forms are automatically delivered into the Move More Eat Well mailbox. This mailbox is managed by a number of employees within the Public Health Team. All employees of Cardiff and the Vale University Health Board or Public Health Wales NHS Trust are governed by strict data protection, information governance and confidentially including GDPR and the Caldicott Principles.  You can access 

Please read Cardiff and Vale University Health Board  full privacy notice carefully to understand how we will use your personal information. If you have any questions or queries in relation to this privacy notice, you can contact the team directly (see Contact Us section below):

You can view Cardiff and Vale University Health Board  Data Retention Policy

In accordance with Article 9(2)(g) of the GDPR, the University Health Board also processes data for some of the substantial public interest reasons listed in Schedule 1, Part 2 of the Data Protection Act 2018. These purposes are outlined in our Appropriate Policy Document.

How We Collect Information

The personal data we process through Move More Eat Well

Your personal data means any information relating to you, and by which you can be identified. In order to carry out our functions, we will process a wide variety of your personal data, including (but not limited to) the following:

  • Name, county and area you live in and contact details (including email and telephone numbers)
  • Photographs or videos that you have consented to be taken and used, however these will be subjected to their own consent process.

We do not collect or process all of this personal data for all people all of the time. We only collect and process the personal data that is necessary for the particular task that we are carrying out. 

How we collect your personal data through Move More Eat Well

We collect your personal data from a variety of sources, including 

  • ‘Share Your Story’ submission form completed online
  • Surveys and research undertaken by Move More, Eat Well

How we use your personal data

We want individuals across Cardiff and the Vale of Glamorgan to enjoy the best possible healthcare and we process the personal data that we require to help us achieve this. We only process the minimum amount of personal data that we need to perform the task that we are carrying out. This can include: 

  • Providing you with information you have requested,
  • Handling your enquiry,
  • Auditing use of our systems and websites,
  • Handling of complaints and concerns,

The data from our website are not stored on a Cloud server.

Our website is managed and designed by Yogi Creative Marketing.

The Yogi Creative Marketing Privacy Policy can be found on their website.

Google Analytics

This website uses Google Analytics, a web analytics service provided by Google Inc. (‘Google’). Google Analytics uses ‘cookies’ and JavaScript code to help analyse user activity on websites. The information generated about your use of the website (including your IP address) will be transmitted to and stored on Google servers in the United States.

Google will use this information to produce user activity reports for this website. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf.

Google will not associate your IP address with any other data previously held. You may refuse the use of cookies by selecting the appropriate settings on your browser. Please note that if cookies are disabled, you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

Read Google’s Full Privacy Policy and Terms of Service for detailed information.

At Move More, Eat Well we monitor user activity to enhance content provided on the website. Google Analytics (GA) is a free service provided by Google that generates detailed statistics about the visitors to a website.

Information is collected by using cookies and includes:

  • referring / exit web pages, 
  • click patterns, 
  • most / least viewed web pages, 
  • session duration, 
  • number of visitors, 
  • browser type, operating system, etc. 
  • Share you Story completed forms

What are Cookies?

Cookies are small files that websites put on your computer hard disk drive when you visit. Cookies pass information back to websites each time you visit. They are used to uniquely identify web browsers, track user trends and store information about user preferences. You can restrict/disable cookies on your browser; please note that some website features may not function properly without cookies.

How to Disable Cookies

To change your cookie settings:

  • Internet Explorer: Go to ‘Tools’ on the menu bar > Select ‘Internet Options’ > Select ‘Privacy’ > Disable / restrict cookies
  • Firefox: Go to ‘Tools’ on the menu bar > Select ‘Options’ > Select ‘Privacy’ > Disable / restrict cookies
  • Opera: Go to ‘Tools’ on the menu bar > Select ‘Preferences’ > Select ‘Privacy / Advanced’ > Disable / restrict cookies
  • Chrome: Go to ‘More’ at the top right menu bar > Click ‘More’ > Click more ‘Tools’ > Select ‘Cookies and other site’ data and ‘Cache images and files’ check the boxes > Click ‘Clear’ data 

* Please note that the above settings may differ depending on the browser version. 

Why We Collect User Statistics 

By understanding user behaviour and preferences, we are able to improve our website content to meet user expectations and needs. 

External Websites

This privacy statement does not apply to external links; collection of information by such sites is subject to relevant privacy policies. We are not responsible or liable for the privacy practices of external websites and use of such websites is at your discretion.

Your rights under Data Protection Regulations

Under the Data Protection Act, you have the right to know if we hold personal data relating to you, and if so what personal data we hold and why. You also have the right (with certain exceptions) to a copy of any personal data that we hold in order that you can be sure that it is accurate and up to date. You can get more information on what personal data we hold about you by contacting the Data Protection Officer for Cardiff and Vale University Health Board (see Contact Us section below).

You have the right to request from us access to your own personal information. This is sometimes known as a ‘subject access request’. 

You also have the right to ask us not to process your personal data for direct marketing purposes. We will tell you if we intend to use your data for this purpose or if we intend to disclose your information to any third party for this purpose. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data or by contacting our data protection officer. 

If you are dissatisfied with how we are using your personal information or if you wish to complain about how we have handled a request, then please contact our Data Protection Officer and we will try to resolve any issues you may have. 

You also have the right to complain to the Information Commissioner’s Office, which is the statutory regulator for data protection law. 

Details of how to complain to the Information Commissioner’s Office can be found at https://ico.org.uk/concerns/ .

Security of your personal data

Cardiff and Vale University Health Board recognises that your personal data is very valuable, and so we take its security very seriously.

We employ robust technical measures to secure your personal data and access to it is restricted to people who have a need to process it in line with their work. 

All Cardiff and Vale University Health Board staff are bound by contracts which include clear responsibilities in relation to confidentiality. All of our non-medical staff have the same duty of confidentiality as healthcare professionals such as Doctors and Nurses.

All of our staff must attend training in what we call Information Governance. Amongst other things, this training makes them understand the importance of confidentiality and security of your personal data and makes clear that they are personally responsible for the security of any information which they are processing. They must attend this training at least once every two years and must pass a test to demonstrate that they have understood it. The expectations we have on our staff are set out in the Information Governance Policy. Failing to comply with this policy is a disciplinary offence.

Cardiff and Vale University Health Board regularly audit access to personal data to ensure that it is being processed appropriately. 

Sharing your personal data with others

In order to provide you with comprehensive health and care services, where it is relevant to do so, we may share your information with organisations directly concerned with health, education, safety, crime prevention and social well-being (including a limited number of third sector organisations). 

Further information about this data sharing is provided at www.waspi.org.

To deliver care, we also need to share your data with organisations that provide services to us (for example our cloud-based data storage providers). These will all be organisations with which we have legal contracts and measures in place to safeguard your individual rights.

 We may also share your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect our rights, property, or safety of our customers, or others.

Contact Us

If you have any queries about this notice, or the processing of your personal data you should contact the Move More, Eat Well team or contact Cardiff and Vale University Health Boards Data Protection Officer as per the details below:

By email to the Move More, Eat Well: 

movemoreeatwell@wales.nhs.uk  

symudmwybwytaniach@wales.nhs.uk 

By email to the Information Governance Department: 

cav.ig.dept@wales.nhs.uk 

In writing to:

James Webb
Data Protection Officer
Cardiff and Vale UHB
Ground Floor, Woodland House
Maes-y-Coed Road
CF144XW

By telephone on:
029 2074 4870