Privacy Policy
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.
Contact Details
Address: 290 Main Road, Darnall, Sheffield, S9 4QH
Telephone: 0114 249 6315
Email: enquiries@darnallwellbeing.org.uk
Website: www.darnallwellbeing.org.uk
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.
Information Commissioner’s Office (ICO) Registration
We are registered with the Information Commissioner’s Office under registration number ZA508333.
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.
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.
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)
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
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.
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.
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.
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.
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.
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.
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.
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.
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 / dwb.enquiries@darnallwellbeing.org.uk
290 Main Road, Darnall, Sheffield, S9 4QH
Making a Complaint
If you’re unhappy with how we’ve handled your data, please:
- Ask for our complaints policy
- Speak to our Data Protection Officer at the office
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
Use of Cookies
A cookie is a small text file containing information that a website transfers to your computer’s hard disk for record-keeping purposes and allows us to analyse our site traffic patterns. It does not give us access to your computer or to information beyond what you provide us. Most web browsers automatically accept cookies; consult your browser’s manual or online help if you want information on restricting or disabling the browser’s handling of cookies. If you disable cookies you can still view the publicly available information on our website. If you are using a shared computer and you have cookies turned on, be sure to log off when you finish.
How we use your information
We use information held about you in the following ways:
- To provide services to you.
- To provide you with information, products or services that you request from us or which we feel may interest you.
- To carry out our obligations arising from any contracts entered into between you and us.
- To allow you to participate in interactive features of our service, when you choose to do so.
- To notify you about changes to our service.
- To provide you with information about upcoming events.
- To ensure that content from our site is presented in the most effective manner for you and for your computer.
Where we store your data
The data that we collect from you will be stored on our secure servers and no data collected by Darnall Well Being will be stored in any location outside of the EEA. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access. Our website hosting is secured using https encryption.
Access to your personal information
You are entitled to ask to see what personal information we hold on file about you. Please email your request to dwb.enquiries@darnallwellbeing.org.uk. If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information recorded in error.
Changes to our Privacy Policy
From time to time it may be necessary to make changes to our Privacy Policy, usually to ensure compliance with current legislation.
Contact
Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to dwb.enquiries@darnallwellbeing.org.uk.