This privacy notice covers what kind of information we hold about the public, the ways we use it and the reasons for doing so, and what rights you have in connection with the information that we hold.
All local authorities have a duty to improve the health of the population they serve. To help us do this we use data and information from a range of sources including the Office for National Statistics, NHS Digital, local hospitals and Clinical Commissioning Groups. We use this information to evaluate the nature and causes of disease and ill-health in the area, to plan health, social care and public health services, and to protect and improve public health. We are bound by a number of information sharing agreements which are drawn up to ensure that information is only received, processed and shared in a lawful way.
East Sussex County Council takes data protection seriously. Please be assured that your information will be used
appropriately in line with data protection legislation, will be stored securely and will not be processed unless
the requirements for fair and lawful processing can be met.
What information is being used?
Personal information about births in the county of East Sussex is supplied to local authorities by NHS Digital and this contains data provided at the time of registration of birth along with additional geographic information. This includes the date of birth and NHS number of the child, place and postcode of birth, and address and postcode of usual residence of mother.
Personal information about deaths in the county of East Sussex is supplied to local authorities by NHS Digital and this contains mortality data provided at the time of registration of death along with additional GP details, geographic information and coroner details where applicable. This includes date of birth, date of death, cause of death, place and postcode of death, usual address and postcode of the deceased, their NHS number and maiden name, name of certifier, and name of coroner (where relevant).
How will your information be used?
The Public Health Intelligence team in East Sussex County Council uses this information to derive statistics and intelligence, to monitor population health and demographic change, and plan and commission health services in East Sussex.
For example, births information is used to identify patterns and trends in birth and fertility rates, low birth weight, and still births. Mortality information is used to identify patterns and trends in mortality rates, life expectancy and premature death. Differences by geographic areas, and by other characteristics, including age group, sex and area deprivation, are highlighted. The information is used to monitor seasonal patterns, and for population projections. It is also used to plan health, social care and public health service capacity.
The research and planning purposes include producing assessments of the health and care needs of the population, in particular to support the statutory responsibilities of the Joint Strategic Needs Assessment (JSNA), the Director of Public Health’s Annual Report and to inform the Health and Wellbeing Strategy. The information is used to ensure that health, social care and public health services are designed to address local health needs and are focused on reducing health inequalities.
We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report
on how we are doing. Your information is never sold for direct marketing purposes.
Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
Your information is processed in the UK or in a country with an adequacy agreement with the UK.
What is the legal basis for processing your information?
For both birth and mortality records, East Sussex County Council has a Data Access Agreement with NHS Digital, and data are supplied under Section 42(4) of the SRSA (2007) as amended by section 287 of the Health and Social Care Act (2012) and Regulation 3 of the Health Service (Control of Patient Information) Regulations 2002.
How long will your information be kept for?
We have a legal agreement to hold births data from 1995 to present and deaths data from 1996 to present. This allows us to identify trends relating to the health of the local population.
Sharing your information
We use the information we hold to produce statistical reports about the health and wellbeing of the local population and this does not involve any sharing of personal data with other teams or organisations.
Any sharing of personal data is always done:
- on case-by-case basis
- using the minimum personal data necessary
- with the appropriate security controls in place
- in line with legislation.
Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to
the sharing of your personal data to such persons.
We may use the information we hold about you to assist in the detection and prevention of crime or fraud.
We may also share this information with other bodies that inspect and manage public funds.
Under data protection legislation, you have the right:
- to be informed why, where and how we use your information
- to ask for access to your information
- to ask for your information to be corrected if it is inaccurate or incomplete
- to ask for your information to be deleted or removed where there is no need for us to continue processing it
- to ask us to restrict the use of your information
- to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
- to object to how your information is used
- to challenge any decisions made without human intervention (automated decision making)
Please visit data subject rights for further details.
How to find out more or complain
Should you have any further queries on the uses of your information, please speak directly to our service:
Please contact Graham Evans, the Head of Public Health Intelligence, in writing, or by email or phone:
Head of Public Health Intelligence
East Sussex County Council
St Anne’s Crescent
East Sussex BN7 1UE
Email Graham Evans
Phone 01273 336038
To complain about the use of your information, please contact our Customer Services Team
or our Data Protection Officer.
Further information on making a complaint.
You can also contact the Information Commissioner's Office (ICO) for further information or to make a complaint:
Information Commissioner's Office
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate)
Report a concern on the ICO website