Data Protection for small healthcare organisations Robert Parker
Data Protection for small healthcare organisations Robert Parker Corporate Affairs Lauren Earith Team Manager
Liz McKay Lead Auditor Objectives Help you understand the work done at the ICO Give you a basic understanding of the principles of data protection Give you an basic introduction to the General Data
Protection Regulations (GDPR) Highlight some of the key risks to privacy compliance for health sector organisations Introduction to the ICO Enforcement Issue a Civil Monetary Penalty notice Leading to a fine ranging up to 500,000
Issue an Enforcement Notice A formal notice requiring an organisation or individual to take the action specified in the notice in order to bring about compliance with the Act and related laws. Failure to comply with a notice is a criminal offence. Request and agree an Undertaking with the organisation A formal undertaking can be given by an
organisation to the ICO, committing the organisation to a particular course of action or otherwise achieving compliance. Case work and Helpline Personal & Sensitive Personal Data What is personal data?
So, what is sensitive personal data? Sensitive or Special Categories of Personal Data Defined in the DPA as data relating to: (a) racial or ethnic origin (b) political opinions, (c ) religious beliefs or other beliefs of a similar nature,
(d) membership of a trade union (e) physical or mental health or condition, (f) sexual life, (g) the commission, or alleged commission, of any offence, or (h) any court proceedings or sentence relating to any offence committed or alleged to have been committed. Data protection and you Protecting peoples information rights and personal data is
a front line service Individuals have important rights, including the right to find out what personal information is held about them Anyone who processes personal information must comply with the data protection principles Data Protection Act 1998 The eight principles
GDPR Principles The 1st Principle Personal information must be fairly and lawfully processed Personal data should be processed lawfully, fairly transparent
manner and in a The (often neglected) 2nd principle Personal information must be processed for limited purposes Personal data should be collected
for specified, explicit and legitimate purposes The information standards or data standards principles They seek to regulate; the amount of data collected about a person by an organisation; the quality of that data; and
how long it is kept for. The Goldilocks principle Personal information must be adequate, relevant and not excessive Personal data should be adequate, relevant and limited
to what is necessary The three bears Adequate Relevant Not
excessive The 4th principle Data will be inaccurate if it is incorrect or misleading as to any matter of fact Data must be kept up to date - where necessary However; Records may contain information that is no longer correct
without breaching the fourth principle. The 4th principle and opinions Opinions about individuals are personal data however generally opinions cannot be challenged under the fourth principle Opinions should be recorded as such and put in context
where appropriate (author, date ,etc.) The 5th principle Personal information must not be kept for longer than is necessary Personal data should be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which those data are processed
Retention Statutory requirements Industry guidelines Value Risks Accuracy Other retention considerations
Inaccuracy over time Weeding / deletion of information Statistical, research or historical information The 6th principle Personal data must be processed in line with the data subjects rights The right to know who will see and
use their personal data The right to know why their data is being collected and what it will be used for The right to have copies of ALL their personal data that is being processed or held; and The right to have any codes or jargon within provided copies of
their personal data explained to them Rights for individuals under the GDPR The main rights for individuals under the GDPR will be: subject access;
to have inaccuracies corrected; to have information erased;
to prevent direct marketing; to prevent automated decision-making and profiling; and data portability.
Subject Access Requests The requirements for data controllers: Statutory timescales Documented procedures Accountability Disclosure file content Subject Access Requests
The requirements for requestors: Requests in writing Proof of identity Administration fee Clarification of request The 7th principle Personal information must be secure
Personal data should be processed in a manner that ensures appropriate security of the personal data Why does information security matter? Examples of the harm caused by the loss or abuse of personal data include: Lost or misfiled patient test results where follow up
medication had been prescribed but was never delivered (presenting a threat to life / wellbeing); Patient Records relating to sensitive issue being disclosed, with possibly serious implications; Lack of availability of vital patient data in an emergency situation. I British Pregnancy Advice Service
Date: 7 March 2014 British Pregnancy Advice Service fined 200,000. Hacker threatened to publish thousands of names of people who sought advice on abortion, pregnancy and contraception. Abortion provider BPAS
fined 200,000 for data breach Links between the principles Compliance with these principles is closely linked. If you breach one principle it is likely you will also have problems complying with the others. These principles set standards for the quality of personal data
To comply with these principles you need to take steps to ensure the accuracy of data that you hold and regularly review your records General Data Protection Regulation It is not back to the starting line. Key risks for you as SMEs
in the health sector Information security risks Systems accesses (new starters and leavers) not reviewed or adjusted as required No clear desk policies in operation or work place security checks completed Security encryption not in place or out of
date for all equipment including removable media No Physical security protocols / systems / entry controls in place No Password security procedures in place Lack of effective security incident monitoring or reporting Manual records risks
Logging, tracking and movement of manual records Secure storage areas for live and archived records Maintaining the data quality of records Lack of staff training in records management Subject access risks Staff not fully aware of what a Subject Access Request (SARs) is and how to deal with one SAR redactions and exemptions not logged or reported.
SAR response dates not met Want to know some practical ways to avoid the key risks? Attend our workshop near you!!!
Get in touch Chat with our advice services team via our Live chat at ico.org.uk; or Call our helpline on 0303 123 1113.
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