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The Wales Foundation School F2 Matching Scheme 2022/23Current round: #1 from 07/01/2022 to 09/02/2022
Health Education and Improvement Wales (HEIW) Privacy Notice
Foundation Matching Scheme
NHS Wales is made up of several health organisations that include Health Education and Improvement Wales (HEIW) who have a leading role in the education, training, development, and shaping of the healthcare workforce in Wales, in order to ensure high-quality care for the people of Wales.
HEIW key functions include:
- Working closely with partners and key stakeholders, and planning ahead to ensure the health and care workforce meets the needs of the NHS and people of Wales, now and in the future;
- Being a reputable source of information and intelligence on the Welsh health and care workforce;
- Commissioning, designing, and delivering high quality, value for money education and training, in line with standards;
- Using education, training, and development to encourage and facilitate career progression;
- Supporting education, training, and service regulation by playing a key role in representing Wales, and working closely with regulators;
- Developing the healthcare leaders of today and the future;
- Providing opportunities for the health and care workforce to develop new skills;
- Promoting health and care careers in Wales, and Wales as a place to live;
- Supporting the professional workforce and organisation development profession with Wales; and
- Continuously improving what we do and how we do it.
If you have any questions regarding how your information is used you must contact the person shown at the bottom of this notice.
What is the Foundation matching Scheme?
The F2 Matching Scheme is an online portal that matches F1 doctors to F2 programmes in Wales.
This privacy notice is intended to provide transparency and accountability regarding what personal data, via the Foundation Training Matching Scheme, Health Education and Improvement Wales (HEIW) will collect about you, how it will be processed and stored, how long it will be retained, who will have access to your data and your rights.
The information we give you about our use of your information will be:
- Brief, easy to read and easily accessible;
- Written in clear, plain language; and
- Free of charge.
What personal data is collected?
Personal data is information from which an individual can be identified either directly or indirectly when the information is read in conjunction with other data that a data controller holds.
Users of the Foundation Training Matching scheme should be aware that this privacy notice applies to all the processing of your personal data by HEIW in relation to your Foundation Training application. By using, registering or submitting any information on the Foundation Training Matching System you consent to the collection, use, storage and transfer of your information under the terms of this Privacy Notice.
The only data items collected are as follows:
- First name
- Last name
- Date of birth
- GMC number
- Previously known name
- Email address
- Alternative email address
- Mobile number
- Alternative telephone number
- Medical school
- Graduation year
- Additional prizes and other academic distinctions
- Start date
- End date
- Duration (months)
- Other skills and achievements
- Additional training
- Hobbies and interests
- Personal statement
What laws do we use?
The law determines how we can use information. The laws we follow that allow us to use identifiable information are listed below:
- General Data Protection Regulation
- UK Data Protection Bill
- Human Rights Act
- Freedom of Information Act
- Common Law Duty of Confidence - Confidentiality
- Computer Misuse Act
- Audit Commission Act
- Regulation of Investigatory Powers Act
Health Education and Improvement Wales (HEIW) is the organisation that administrates the processes that involves the collection of specific data through the work of many areas including the Foundation Training Matching Scheme. HEIW is the holder and user of your information for these processes.
Why your personal data is collected
Your personal data is collected and held to facilitate the process of matching Foundation Training applicants to F2 programmes in Wales.
These purposes include:
- To provide UHBs with relevant information prior to you commencing a position with them.
- To comply with legal and regulatory responsibilities.
- To contact you regarding the application process, such as automated emails from the matching scheme to support management of the process.
- To enable the Wales Foundation Training department (within HEIW) to contact you about opportunities, events, surveys and information that may be of interest to you. If you would prefer not to receive these emails, there is an opt-out email address which is detailed at the bottom of this notice.
How your personal data is collected
Personal data is collected from the point of registration on the Foundation Training Matching Scheme.
How your personal data is kept secure
Access to your personal data is restricted to the authorised team within HEIW that support and manage the Foundation Matching Scheme. Access is also granted on a limited basis to users with specific authorised roles such as administrators and personnel in the relevant Schemes, but only where necessary for a specified and legitimate purpose that has been assessed for fairness and legal processing. Educational Supervisors within your Scheme have access to any clinical references applicable to you.
Your personal data on the Foundation Training matching scheme will be retained for 7 years once you have completed your Foundation Training and received your certificate of Satisfactory Completion, at which point your personal data will be confidentially and securely destroyed.
Your personal data will be retained in accordance with the HEIW Information and Data Governance Policies including Confidentiality guidelines, Records Management and Data Quality.
How and why your personal data may be shared
Staff members employed by HEIW with specific authorised roles will have access to data entered into the Foundation Training Matching Scheme as appropriate to enable effective management of the matching process and your employment.
HEIW will not transfer your data to a third party unless it is satisfied of the following matters:
- That there is a fair and lawful basis to share your personal data with the third party.
- The data will be handled by the third party in accordance with the law on data protection.
Where the data is used for analysis and publication by a recipient or third party, any publication will be on an anonymous and aggregated basis, and will not make it possible to identify any individual. This will mean that the data ceases to become personal data.
Third parties may include the following non-exhaustive list: the UK health departments, Colleges/Faculties, other deaneries, the GMC, NHS Trusts/Health Boards/Health and Social Care Trusts and approved academic researchers.
Security of your Information
HEIW takes responsibility to look after your personal information very seriously. This is regardless of whether it is electronic or in paper form.
We also employ someone who is responsible for managing information and its confidentiality to ensure:+
- your information is protected; and
- inform you how it will be used.
All staff are required to undertake training on a regular basis. Comprehensive training is required to help protect the information that has been given, used, processed by HEIW.
The training makes sure that all staff working in HEIW (including the wider NHS), are aware of their responsibilities about the handling of your information regardless of the department that they work in.
Your rights and responsibilities
It is important that you work with us to ensure that the information we hold about you is accurate and up to date. Please inform us if any of your personal data needs to be updated or corrected.
All communications from HEIW will normally be by email. It is therefore essential for you to maintain an effective and secure email address or you may not receive information or other important news and information about your employment or training.
Where identifiable and relevant, HEIW will make sure that you are able to have access to your information. This is so that you know what we hold.
You have the right:
- To know about details of how your information is used; and
- Have copies of your information.
HEIW and all of its services have a “legitimate interest” in continuing to process personal data where:
i) there is a real business interest being pursued in continuing to process the personal data;
ii) the processing is absolutely necessary in order for the business to pursue that interest (i.e. the interest cannot be pursued in another way which is proportionate); and
iii) the processing is balanced against the impact such processing will have on the fundamental rights and freedoms of data subjects.
It is important that you understand who is responsible for keeping your data safe. We collect your personal data with your express consent for purposes set out in this Privacy Notice.
The lawful basis for processing is set out in the GDPR Article 6. In this case, the function of this system is to deliver a recruitment service for which the processing of personal data is necessary. As a result, you do not have the right to erasure.
For more information about Article 6, please refer to the following link:
If you have any concerns in relation to how your personal data is processed, please contact the HEIW Foundation team (HEIW.FoundationSchool@wales.nhs.uk)
Should you wish to learn further information about legislation relating to confidentiality, please visit the Information Commissioner's Office (ICO) website. The ICO deals with complaints about how data controllers have dealt with information matters and provides useful guidance. https://ico.org.uk/
Making a complaint
If you wish to make a complaint about any issues you have experienced regarding your information, then please contact:
Ysgrifennydd y Bwrdd/Board Secretary
Addysg a Gwella Iechyd Cymru/Health Education and Improvement Wales
Ffôn/Tel: 079 7130 0537
If you are still unsatisfied following your complaint and this remains unresolved, you have the right to make a complaint to the:
Information Commissioner’s Office,
17 Churchill Way,
Cardiff, CF10 2HH
For more information relating to this privacy notice or questions on the content, please contact:
Addysg a Gwella Iechyd Cymru (AaGIC) / Health Education and Improvement Wales (HEIW)
Ffôn/Tel: 03300 584 219