Privacy Notice - Rise e-referral portal

Who we are and what do we do

The Coventry and Warwickshire Partnership NHS Trust provide specialist mental health services (formally known as CAMHS) to children and young people. These services are collectively known as the RISE Service.

The RISE service is delivered in partnership with Coventry MIND and includes the following types of service: -

  • Specialist Mental Health
  • Primary Mental Health
  • Eating Disorders
  • Looked After Children
  • Neurodevelopmental
  • Reach

The RISE service currently accepts referrals from professionals who are involved with or working with the young person and/or family, e.g. GPs, Schools, Social Care, School Nurses, and Health Visitors.

This privacy notice refers to referrals made by GPs via the E-referral portal only.

The Coventry and Warwickshire Partnership NHS Trust is registered with the Information Commissioner’s Office as a data controller. The Trust’s registration number is: Z9641870.


Trust’s Contact Details

Coventry and Warwickshire Partnership NHS Trust Wayside House, Wilsons Lane, Coventry, CV6 6NY Tel: 024 7636 2100


RISE Service Contact Details

RISE Navigation Hub

Paybody Building, Russell Street, Coventry, CV1 4FS Tel: 0300 200 2021


Data Protection Officer

Information Governance

Wayside House, Wilsons Lane, Coventry, CV6 6NY Tel:  024 7653 6728



What information we collect about you via the E-referral Portal

Your GP will provide us with personal and sensitive information about you when completing the electronic referral form.

This information is necessary in order to provide direct health care to you.

Personal information will include: -

  • Your name
  • Your address and post code
  • Your telephone number
  • Your date of birth
  • Your NHS number

Sensitive or special categories of data will include: -

  • Your gender
  • Your ethnicity
  • Your religion
  • Your sexual orientation
  • Your next of kin / parent / carer
  • Your GP / school / other health professional involved in your care
  • Your specific health data
  • Diagnosis / problems that you are experiencing with your health
  • Professional opinions on your current health status and future health care needs
  • Information about risks / safeguarding concerns


How we collect information about you

Your GP will complete the electronic referral form via our E-referral portal.

All referrals will be received by the RISE Navigation Hub who will triage each referral.


How we use the information about you

We will use your information to assess your mental health needs and provide you with care, treatment, advice and support. All information we hold about you will form part of your health record.

The lawful basis for us using your information

The lawful basis for using your information is a ‘public task’. It is necessary for the Trust to use your information in order to provide you with direct health care.

  • Patient ‘personal data’ is processed under Article 6 (1) (e) which states that “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 controller”.
  • Patient ‘sensitive data’ is processed under Article 9 (2) (h) which states that “processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union or member State Law”.

This lawful basis means that your rights to ‘erasure’ and ‘portability’ do not apply.


Who we share your information with

Your information will be shared within the health care team providing you direct health care; that could be doctors, nurses and other allied health professionals providing you with care and treatment.

Authorised non health professionals will also have access to information about you as appropriate in order to manage your health records, write to invite you to appointments and generally manage your contacts with the Trust.

Information will be shared with your GP to ensure that there is one continuous record of the health care that you have received.

Information will be shared with your parent/carer as appropriate.

Information will be shared with others such as Social Care or the Police if we need to protect you or others from harm.

Information will be shared with the Police in relation to a serious crime. We will do this with your or your parent/carer consent unless doing so would hinder the investigation.

Information will be shared if we receive a court order which we are legally obliged to respond to.


How long we keep your information

Information transferred to your mental health record will be kept for 8 years after the last date of contact with the RISE service in accordance with the National Records Management Code of Practice.


How we protect your Information

The Trust has processes in place to ensure that information is handled in a secure manner at all times. This includes safe haven procedures, encryption software and authorised only access to clinical systems.

The E-referral portal is hosted on a secure website. The website is secured with an SSL certificate.

Information submitted to the E-referral portal is stored directly onto the Trust’s Secure Network which is certified to ISO 27001.


Your individual rights

Data Protection Law gives individuals rights in regard to the use of their personal information.  Individuals Rights are:-

  • The right to be informed: you have the right to know what information we hold about you and how we use your information.
  • The right to access information about you: you have the right to have access to information held by the Trust about you. You may also request a copy of any information about you. Click here to find out more.
  • The right to rectification: if you think that something is factually incorrect in your records you can ask your health professional / RISE service to update your records. If you disagree with a health professional’s opinion or are not happy with what has been written about you please write to the Trust via the PALS Team so that your issues can be investigated and steps taken to have a statement placed in your records. PALS contact details are Patient Advice and Liaison Service (PALS) Wayside House, Wilsons Lane, Coventry, CV6 6NY. Telephone:  0800 212 445 (Freephone)  /     024 7653 6804 Email:
  • The right to erasure (right to be forgotten): this right does not apply to information held for the provision of direct health care unless you can demonstrate it was processing unlawfully.
  • The right to restrict Processing: If you think that there is something factually incorrect with the information we hold about you, you can ask that further sharing of this information is restricted until it is corrected. You can do this by speaking to your health professional.
  • The right to data portability: this right is limited to information that is held in a machine readable format.  This right does not apply to your health records. This right does apply to telephone/video recordings, including CCTV footage, where it exists.
  • The right to object: you have the right to formally write to the Trust to object to the processing of your data. The Trust must review your objection and respond to you to let you know the outcome of our review. In the case of data being processed for direct care purposes it is unlikely that we can stop or otherwise erase such information as we are processing this based on our legal requirement as a public body undertaking a public function, which is the provision of health and social care.
  • The right not to be subject to automated processing including profiling: the Trust does not currently use your personal and/or sensitive (special categories) data to make decisions about you without the intervention of a person, be that a health professional or other authorised member of staff.


Further Information

If you require further information, please contact the RISE Service: -

RISE Navigation Hub

Paybody Building, Russell Street, Coventry, CV1 4FS Tel: 0300 200 2021


Making a Complaint / Raising Issues

If you are not satisfied with how your information has been processed you can contact our Patient Advise and Liaison Service (PALS).

Patient Advice and Liaison Service

Coventry and Warwickshire Partnership NHS Trust Wayside House

Wilsons Lane Coventry CV6 6NY

Tel: 0800 212 445 (Freephone)

024 7653 6804



Alternatively you can contact the Information Commissioners Office:

Information Commissioner's Office Wycliffe House

Water Lane Wilmslow Cheshire SK9 5AF

Tel: 0303 123 1113


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