Privacy notice - Active Together Harrogate

Prepared by: Company Secretary

Edition Date: June 2025

Review date: June 2026
 

Yorkshire Cancer Research is committed to protecting your personal data and respecting your privacy. This notice explains how we collect, use, store, and share your information when you participate in the Active Together service.  This information supplements the details provided in our standard Privacy Notice available here: Privacy - Yorkshire Cancer Research

What information we collect

We may collect the following types of personal data:

• Contact details (e.g. name, address, phone number, email)
• Demographic information (e.g. age, gender)
• Health and medical information relevant to your cancer diagnosis and treatment
• Lifestyle and wellbeing data (e.g. physical activity levels, nutrition, wellbeing)
• Attendance and progress records from your sessions

How we use your information

We use your data to:

• Deliver personalised support through the Active Together service
• Monitor your progress and tailor your care
• Communicate with your healthcare team (e.g. GP or hospital care team)
• Improve our service
• Evaluate our service, contribute to research and make the case for longer term funding (using pseudo anonymised data only)

Who we share your data with

We may share your data with:

• Your GP or hospital cancer care team to support your treatment
• Sheffield Hallam University for the service evaluation, research and to make the case for longer term funding
• Cancer Support UK for referral to their Cancer Coach peer support services. We will share details of this service with you and gain your consent prior to sharing any personal data with these partners.

We will never sell your data or share it with third parties without your permission.

How we keep your data safe

• Your data is stored securely using encrypted systems
• Access is restricted to authorised personnel only
• We follow strict data protection policies and regularly review our security measures
• When sharing your data externally (e.g. with Sheffield Hallum University, your GP, or Healthcare team or approved partners) we use secure encrypted systems.

How long we keep your data

We retain your data for up to seven years after your participation ends, in line with healthcare and research standards. After this period your data will be securely deleted or anonymised.

Your Rights

You have the right to:

• Access, correct or request deletion of your personal data
• Withdraw consent for data sharing (with some exceptions – see below)
• Decline participation in the service evaluation

Why we process your data

Yorkshire Cancer Research processes your data to:

• Deliver and manage the Active Together service
• Assess eligibility and organise appointments
• Communicate with health professionals (with your consent)
• Evaluate the service using pseudonymised data (if you consent)
• Produce reports for internal use, funders and public bodies
• Support research and explore topics related to prehabilitation and rehabilitation

We may also process your data to protect your vital interests for those of others in emergencies or life-threatening situations.

Confidentiality and consent

Your participation in Active Together is confidential and governed by UK data protection laws (UK GDPR and Data Protection Act 2018).  Only staff involved in your care will access your data.

Service evaluation and research

Sheffield Hallam University is evaluating the Active Together service to:

• Understand the impact of multimodal physical activity on cancer care
• Support long-term funding and development of similar services

You will be asked within the baseline questionnaire whether you consent for your data to be shared for this purpose.  If you agree:

• Your data will be pseudonymised (no names or direct identifiers)
• The evaluation report will not contain any information that could identify you
• Your data may also be used in future research on cancer rehabilitation

If you decline, your data will be stored for service delivery and safety purposes and not shared with Sheffield Hallam University.

If you Choose to Withdraw

You can stop participating in the service at any time without giving a reason.

• Data collected up to the point of withdrawal will remain on file and be included in the evaluation
• The right to be forgotten does not apply where data is needed for public health, medical care, or service evaluation
• Information stored on our secure systems forms part of your medical record and cannot be deleted

National Data Opt-Out Policy

Yorkshire Cancer Research complies with the NHS National Data Opt-Out Policy.  We will not share your data for research or planning unless you have explicitly consented. 

Contact Us

If you have any questions about how your data is used, please contact the Active Together team:

• activetogether@ycr.org.uk
• 01423 510 765