Privacy Statement - Diagnostic and Advocacy Services, and Volunteer Advocates The information we collect and the legal basis We will collect and store the information necessary to form and fulfil a contract, and to fulfil the legal requirements our clinicians work to. In order to complete a diagnosis, we require a detailed history of the person being diagnosed, which may include references to other people. We assume that you have their consent when providing their information. If you … On the Legal Basis of We will store Third Parties with access to your information * We will keep it for/until Contact our Diagnostic Service Forming and Fulfilling a Contract Your name and contact details will be stored in our client database, along with details of other family members and health professionals who know you Harlequin 8 years for completed diagnoses. 6 months from last contact if not completed Complete our diagnostic screening questionnaires Forming and Fulfilling a Contract The information you and others provide in the questionnaires. These will be scored and the results stored in our client database Harlequin, Microsoft Pass the diagnostic screening and agree the costs Forming and Fulfilling a Contract A thorough questionnaire which you will complete, which includes family, medical, education and employment histories. This will be automatically shared with the clinicians assessing your diagnosis. Vantage, Harlequin Attend diagnostic appointments Forming and Fulfilling a Contract Clinical notes which form the basis of any reports. We will ask for your consent before sharing your reports with anyone. Harlequin, Microsoft Payments Legal Requirement Payments are processed by our Finance Team, and they are responsible for keeping our financial records Sage (accounts software) 6 years from the end of the current financial year Contact our Advocacy Service Consent A thorough questionnaire which you will complete, which may include your medical history. We will record notes of all our interactions with you. Vantage 2 years from our last contact with you. Contact our Advocacy Service for Education and/or Welfare Rights Legal Requirement A thorough questionnaire which you will complete, which may include your medical history. We will record notes of all our interactions with you. Vantage For welfare rights, we will keep documentary evidence associated with your applications for 10 years from the date of application. For education requests, we will keep records of our interactions for 5 years from date of any submitted applications. Key to the organisations listed above: Harlequin maintain our contacts database. They have no direct access to your information and can only access it when providing technical supportMicrosoft operate and maintain SharePoint, our cloud-based document storage system.Sage provide our accounts software. They have no direct access to your information and can only access it when providing technical supportVantage operate and maintain bespoke database recording systems, which we use for the diagnostic and advocacy registration processes.* All companies listed may only access our records with our direct permission, which will only be given when we need technical support. They are legally bound to not use your information for any purpose other than provide their services to us. How we store your information Your contact details and other information specified above will be recorded on Harlequin, our contacts database. Access to this data is restricted to our diagnostic team and IT (for support only). Harlequin (the company) cannot access the data, unless we ask them for technical support. The forms you complete will be retained on Microsoft SharePoint or our Vantage database. Both services have restricted access, so only the relevant team and IT (for support only) have any access to your information.