MSI Reproductive Choices values and respects the trust you put in us when you choose to share your private information. Read this Fair Processing and CCTV Notice to find out more about how we keep your information safe and private.
About the Fair Processing Notice
This Fair Processing Notice is intended for our clients and tells you about the information we, MSI Reproductive Choices, collect and hold about you. It explains what we do with the information, how we will look after it and who we might share it with.
This policy complies with the EU General Data Protection Regulation (GDPR) and Data Protection Act 2018.
What information do we collect?
Depending on what information you choose to share or what information we are legally required or authorised to collect, we may collect the following:
- First name
- Last name
- Date of birth
- Email address
- Phone number
- NHS Number
- Medical History
- Marital status
- GP contact details
- Health record
- Sexual health data
- Ethnic Origin
- Sex life
- Sexual orientation
Why do we collect your information?
We collect the information we need to provide our services to you. Without this information we may not be able to provide our services to you.
How do we keep your information safe?
Any information we hold about you is kept secure through appropriate technical controls and systems.
We ensure your information is only accessible to trained team members and contractors responsible for looking after it. Your information will only ever be read or used on encrypted hardware and reliable software.
Who sees your information?
Select MSI Reproductive Choices team members will have access to your information so that they can provide our services to you.
We may also engage with external organisations to process information on our behalf such as our professional file archiving and laboratory partners. We will always ensure that our contract with them sets out our expectations and requirements as to how they should handle your information. Where possible we will keep the sharing of your information to a minimum.
We may have to disclose your details, where required by the law, to the police, regulatory bodies or legal advisors.
We will never sell your information to third parties.
How long will we keep your information for?
We only keep information about you for as long as we need to. We keep our records in line with the Records Management Code of Practice for Health and Social Care 2016. This code of practice was created by the Information Governance Alliance (IGA). It sets the rules for the length of time that different records should be kept before they are destroyed.
Your rights and control over your information
Information we collect and use about you is always within your control. This means that you have rights over this information and you may be able to request the following:
- Information about how we handle your information
- Access to the information we hold about you
- Your information to be amended or updated
- To object to the use of your information
- To restrict the ways in which we use your information
- Your information to be deleted or deactivated
If you would like to find out more information about your rights or make a request for your information, please email firstname.lastname@example.org
If you would like to make a complaint, please email email@example.com
You also have a right to submit a complaint to the Information Commissioner’s Office in the UK. Our ICO number is Z5517462. Our Data Protection Officer can be contacted via email DPO@msichoices.org
How to contact us
If you have any questions about our Fair Processing Notice, you can contact us by email: firstname.lastname@example.org, telephone: 0345 300 8090, or by post:
MSI Reproductive Choices
1 Conway Street
Changes to this policy
We will keep this policy under regular review and will publish any updates on this page. This Fair Processing Notice was last updated on 18 November 2020.
The intention of this notice is to inform the public of the purpose for which MSI Reproductive Choices (MSI) uses Closed Circuit Television (CCTV) and mobile image and audio recording devices, referred to collectively as 'Recording Devices'.
MSI operates its Recording Devices in accordance with the Data Protection Act 2018 and the CCTV Code of Practice of the Information Commissioner’s Office.
Who is the Data Controller of the recordings?
MSI Reproductive Choices is the Data Controller for all recordings made by Recording Devices.
What is the purpose of using Recording Devices?
Recording Devices are used in connection with MSI Reproductive Choices operations for the purposes of crime prevention and to safeguard the health and safety of its staff, clients and members of the public. Recording Devices may also be used to investigate accidents and incidents of harassment, abuse and intimidation which may give rise to criminal prosecution or civil victims.
What are the benefits of using Recording Devices?
- Assist in providing an accurate and detailed account of incidents
- Assist with prosecution of offenders
- Act as a deterrent in cases of potential anti-social and unlawful behavior including harassment, abuse and intimidation
What will be done with recordings?
Recordings will be used to provide evidence and a detailed record of an incident. Where an incident is believed to be unlawful, recordings will be passed to the police.
How long are recordings kept for?
Recordings will be kept for minimum of 2 days and a maximum of 31 days (depending upon the capacity of the Recordings Devices), at which point the recordings will be deleted if they have no evidential value. Recordings that are considered or become evidential will be retained for a suitable period as determined by MSI Reproductive Choices or as directed by the police.
Can I request to see a copy of the recordings of me that MSI Reproductive Choices holds?
Yes. A request for information (Subject Access Request) should be made in writing and sent to:
Information Governance Officer
MSI Reproductive Choices
1 Conway Street
Further details on how to make a request can be found at: http://ico.org.uk/for_the_public/personal_information
MSI Reproductive Choices uses a variety of methods in addition to Recording Devices to prevent incidents of harassment, abuse and intimidation. Other methods include escorting clients to and from clinics where necessary and taking personal witness statements to assist with prosecutions. MSI Reproductive Choices will exercise discretion in deciding which methods are most suitable for obtaining information and will refer to Article 8 of the Human Rights Act 1998 in considering the privacy of members of the public.