Member privacy notice

All prospective members of the public constituency are asked to fill and submit an application form which could be in paper format or online. Online forms are hosted and processed by Civica Engagement Solutions (CES). CES is a wholly owned subsidiary of Civica UK Limited (ERS). Their privacy notice can be accessed by visiting https://www.civica.com/en-gb/policies-and-statements/privacy-notice/.

Staff become automatic members if they are employed by the Trust under a contract of employment which has no fixed term or has a fixed term of at least 12 months; or have been continuously employed by the Trust under a contract of employment for at least 12 months. This is legally based on:

1. The National Health Service Act 2006, Schedule 7, paragraphs 3(3) and 6(2) (http://www.legislation.gov.uk/ukpga/2006/41/schedule/7) as amended.
2. The University Hospital Southampton NHS Foundation Trust Constitution (https://www.uhs.nhs.uk/Media/UHS-website-2019/Docs/About-the-trust/Trust-governance-and-corporate-docs/University-Hospital-Southampton-NHS-Foundation-Trust-Constitution.pdf).

All prospective members of the public constituency are asked to fill an application form where we request the following personal information:

• Name
• Address
• Date of birth
• Telephone Number

We also ask for the following information but there is no obligation to provide it:

• Email
• Gender
• Disability information
• Ethnicity
• Employment status

Staff members details are not kept by CES and are instead obtained from employee data/Human Resources when required for election purposes. As part of this we access the following data:

• Name
• Staff constituency
• UHS email

We use the information on the application form to register new members in the public constituency and include their details on the CES database. Contact information is used to communicate with members based on their specified preferences.

We use information on disability, age and ethnicity to monitor the Trust’s membership against the service area population and ensure that the membership is representative of its communities and that we can provide the best care for all our service users. When this information is provided, we rely on your explicit consent (UK GDPR Art 9(2)(a)) to process it.

Under the UK GDPR, our legal basis for continuing to process your data is Article 6(1)(e), ‘Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller (University Hospital Southampton NHS Foundation Trust)’. This forms the legal basis for:

• Engaging with our local community and encouraging stakeholders to become members of the Trust
• Maintaining a register of members showing, in respect of each member, the constituency to which the member belongs
• Communicating with members to keep them informed and engaged in the activities of the Trust

We use profiling techniques to demonstrate the diversity of our membership and to ensure communications to members are relevant and timely. For example, we may send you specific information based on your age group and the area you live.

Profiling also enables us to allocate resources more effectively and improve service delivery.

The foundation trust is legally obliged to keep a public register of its members available for inspection by members of the public, free of charge at all reasonable times.

Any member of the public can request for and receive a copy of or extract from the register.

The public register will show, in respect of each member, the name and constituency to which the member belongs.

Where a member has requested not to be included in the public register, their details will not be included in the registers available for inspection.

We manage the membership data using a hosted commercial platform provided by CES. Their privacy notice can be accessed by visiting https://www.civica.com/en-gb/policies-and-statements/privacy-notice/.

Your demographic information (name, address and/or email) may also be shared with approved suppliers, in order to send any information you have chosen to receive, via the postal service, or for the purpose of enabling members to participate in governor elections, which are required to be run by an independent company.

Under some circumstances, we can be required to share your information when it is necessary to comply with a legal obligation (GDPR Art 6(1)(c)).

The Trust will not sell your information.