PATIENT PRIVACY NOTICE

Study Title: A pilot study of the S-MAP (Solutions for Medication Adherence Problems) intervention in older adults prescribed polypharmacy in primary care

IRAS number: 234121

Queen’s University Belfast and City, University of London (“we”, “us” and “our”) are committed to protecting your personal data. The notice is addressed to patients who are taking part in the S-MAP study (“you” and “your”). This Privacy Notice tells you why we need to collect personal information about you, what we will do with it, and how we will look after it. It also tells you about your legal rights in relation to your Personal Data. If you have any questions about this privacy notice, please contact us. Contact details are provided below.

WHO WE ARE

1. We are:

• Queen’s University Belfast, a university with a reputation for excellence in education and research and a member of the Russell Group. Founded in 1845 as Queen's College Belfast, we became an independent university in 1908.
• City University of London, founded in 1894, is one of 18 independent member institutions of the University of London. City’s School of Health Sciences has particular strengths in professional training and health services research.

HOW YOUR PERSONAL DATA IS COLLECTED

2. Information you provide: When conducting the research study we will ask for information about you, such as your name, address, date of birth, telephone number. This is known as your “Personal Data”. We may also ask you for some special categories of information, for example, information about your health including medications prescribed to you by your Doctor. This is known as your “Special Category Data”.

3. Data from other sources: We also collect information about you from other sources and this also forms part of “Personal Data”. This includes information from: your community pharmacist, including details of the medications dispensed to you and any information you share with them during the S-MAP study sessions you attend in the pharmacy, for example, information about your health. Your pharmacist may also ask your General Practitioner (GP) for details about your health including prescribed medications and share this information with us.

HOW WE USE YOUR PERSONAL DATA

4. We will use your Personal Data and Special Category Data in the following ways:

• To contact you via letter or telephone after you have received the new service to get your feedback on the new service.
• To post surveys (or contact you via telephone to complete these) as part of the research study. We will use all of the information obtained from you, your pharmacist and GP to see if our new service is helpful to patients and explore how the service could be improved for the future.
• If you agree to have your sessions in the pharmacy with the pharmacist tape-recorded (audio-recorded) we will listen to these recordings to explore how the sessions went. We will only audio-record your sessions with your permission and consent.

LEGAL BASIS FOR COLLECTING AND USING YOUR PERSONAL DATA

5. We will only use your Personal Data if we have valid reasons for doing so. These reasons are known as our “legal basis for processing”. In certain circumstances we may ask for your consent to process your information. The legal basis for processing your Personal Data is:

• Public task: the processing is necessary for us to perform a task in the public interest.
• When processing your ‘special category’, we will do so in line with Article 9 of the GDPR and will use the lawful basis) Processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes.

WHO WE SHARE YOUR DATA WITH

6. In line with our Data Protection Policy and Procedures we can share your information, including Personal Data and Sensitive Personal Data, with the following parties for the purposes set out above:

• We (or the pharmacist) may share information with your General Practitioner including information about your health including medications you are taking.
• In the unlikely event that we find something that suggests that you have been given the wrong treatment or that a healthcare professional has not acted in the correct way, we may need to report this to the appropriate authority, such as The Pharmaceutical Society of Northern Ireland (Northern Ireland-based participants) or the General Pharmaceutical Council (London-based participants).
• Queen’s University Belfast and City, University of London may share data with each other during this study.
• We may also share pseudonymised data with collaborative research partners who are part of this study.

DATA PROCESSING OUTSIDE EUROPE

7. We will not transfer your Personal Data and Sensitive Personal Data outside of the European Economic Area.

HOW LONG YOUR INFORMATION WILL BE KEPT

8. We will keep your Personal Data and Sensitive Personal Data for five years from the end of the study. We will only keep your information if we need it for one of the reasons described above. We place great importance on the security of the Personal Data that we hold, including the use of physical, technological and organisational measures to ensure your information is protected from unauthorised access and against unlawful processing, accidental loss, alteration, disclosure, destruction and damage.

YOUR RIGHTS

9. The Data Protection Act 2018 provides you with a number of legal rights in relation to your Personal Data, including the right:

• to request access to your Personal Data;
• to request correction of your Personal Data that is wrong or incomplete;
• to request erasure or the restriction of processing of your Personal Data;
• to request the transfer of your Personal Data in a structured; commonly used machine-readable format;
• not to be subject to automated decision making; and
• to withdraw your consent.

        10. If you wish to exercise any of the rights set out above, or require further information about any of the rights, please contact us.

 

11. Where we need to collect your Personal Data, whether for the purposes of providing a service you have requested or under the terms of a contract we have with you, and you fail to provide that information when requested, we may not be able to provide the service or perform the contract. We may, therefore, have to cancel the contract or the service we provide to you but we will notify you if this is the case at the time.

 

12. There may also be times where we cannot stop using your Personal Data when you ask us to, but we will tell you about this if you make a request.

 

CONTACTING US

13. If you have any questions or comments about this privacy notice, the University’s Data Protection Officers can be contacted at:

Derek Weir

Data Protection Officer

Registrar’s Office
Lanyon South
Queen’s University Belfast
University Road
BT7 1NN
Email: info.compliance@qub.ac.uk

Dr William Jordan
Data Protection Officer
City, University of London
Northampton Square
London
EC1V 0HB
Email: DPO@city.ac.uk