Privacy

Privacy Notice

1. About Us

We are Darnall Well Being, a local, not-for-profit organisation working to help the people of Darnall, Tinsley, and neighbouring areas stay well.

Our team includes multilingual Health and Wellbeing Workers, Link Workers, and volunteers. We offer group activities, 1-to-1 support, peer mentoring, volunteering opportunities, and deliver local health campaigns, training, and talks. Through these services, we help build individual and community resilience to support people in managing their own health and wellbeing.

We are primarily funded by Sheffield City Council, the Primary Care Network, and other funders.

2. Contact Details

Address: 290 Main Road, Darnall, Sheffield, S9 4QH
Telephone: 0114 249 6315
Email: enquiries@darnallwellbeing.org.uk
Website: www.darnallwellbeing.org.uk

3. Who Governs Us?

Darnall Well Being is a Charitable Company registered with:

  • Companies House (Company No: 04027680)
  • Charity Commission (Registered Charity No: 1197748)

We are governed by a Board of Directors, to whom the CEO and Senior Leadership Team report. We currently have a staff team of 18.

4. Information Commissioner’s Office (ICO) Registration

We are registered with the Information Commissioner’s Office under registration number ZA508333.

5. Why We Collect Your Information

We collect and hold personal information about you to:

  • Deliver appropriate, high-quality services
  • Refer you to other services if needed
  • Monitor, evaluate, and improve our work

We only collect information directly from you or with your explicit consent.

If we receive your information via a referral, it will be from trusted professionals such as your GP, healthcare services, or local support organisations — and only if you have consented to the referral.

6. What Information We Collect

We may collect the following information:

  • Name, address, and contact details
  • Date of birth, gender, and postcode
  • Information about your health and wellbeing
  • Disabilities or support needs
  • Ethnicity, religion, or other sensitive data
  • Session notes and outcomes
  • Emergency contact information
  • Appointment attendance and referral records

Providing your personal data is voluntary, but without it, we may not be able to offer you certain services.

7. Lawful Basis for Processing Your Data

We process your personal data under the following lawful bases (as outlined by the UK GDPR):

  • Consent – when you voluntarily provide your information and agree to its use
  • Legal obligation – if we must share information, e.g. for safeguarding
  • Vital interests – to protect life or prevent serious harm
  • Public task (Article 6(1)(e)) – where services are commissioned or funded by public bodies

Where we process special category data (e.g. health, ethnicity, religion), we rely on:

  • UK GDPR Article 9(2)(h) – processing is necessary for the provision of health or social care
  • Explicit consent – for optional uses (e.g. case studies or photos)

8. How We Collect Your Information

We collect your data through:

  • Direct conversations with you or your parent/guardian (for children)
  • Referrals from trusted agencies (e.g. GPs, health services)
  • Written or digital forms you complete
  • Attendance at our activities or sessions

9. How We Use Your Information

We will only use your information to:

  • Understand your needs and provide relevant support
  • Refer you to appropriate services
  • Coordinate with healthcare professionals for your benefit
  • Monitor the quality and effectiveness of our services
  • Meet reporting requirements from funders (with anonymised data)

We will not use your personal data for marketing without your consent.

10. Access to Your Health Record (SystmOne)

Our Social Prescribing Link Workers may access your NHS clinical record through SystmOne — a secure NHS system. This is done only when necessary, in coordination with your GP or healthcare team, and is strictly audited.

You can contact us at any time to discuss this.

11. How We Store and Protect Your Information

We store your information securely in both paper and digital formats:

  • Paper records are stored in locked filing cabinets
  • Digital records are stored on a secure system supported by ESP with strict access control
  • Data from client journeys is recorded in Airtable, a secure monitoring tool
  • All staff are trained and legally bound by our data protection policies

Records are kept for 7 years, after which they are securely destroyed unless you re-engage with our services or renew your consent.

12. International Data Transfers

In rare cases, data may be stored on servers outside the UK or EEA. If so, we ensure appropriate legal safeguards are in place to protect your data.

13. Consent for Optional Activities

Some activities are optional and require your explicit consent:

  • Using your story in anonymised case studies
  • Taking and sharing photos or videos
  • Sending you wellbeing updates or event information

You can give or withdraw consent at any time.

14. Why We May Share Your Information

We may share your information to:

  • Help make decisions about your support
  • Refer you to appropriate services
  • Ensure coordinated care between services
  • Monitor our performance (with anonymised data)
  • Fulfil legal duties (e.g. safeguarding, public health)

We never sell your data or share it for marketing.

15. Communication Preferences

We will only contact you by email, phone, text, or post if you request it. You can opt out at any time by contacting us.

16. How Long We Keep Your Information

We retain your records for 7 years from your last engagement with our services. After that, they are securely destroyed, unless you renew your consent or continue receiving support.

17. Your Rights Under Data Protection Law

You have the right to:

  • Access the information we hold about you
  • Correct inaccurate or incomplete information
  • Withdraw consent at any time
  • Request that we stop using or delete your information (in some cases)

To exercise your rights, please contact our Data Protection Officer:

0114 249 6315

290 Main Road, Darnall, Sheffield, S9 4QH

Data Protection Complaints (DUAA 2025) 

You have the right to complain about how we handle your personal data.

You can contact our Data Protection Officer by ringing 0114 249 6315

We will acknowledge your complaint within 30 days and investigate it under our Data Protection Complaints Procedure.

If you’re not satisfied with our response, you can contact the Information Commissioner’s Office (ICO):

ICO Address:
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: https://www.ico.org.uk