Fair Processing Materials, often referred to as Privacy Notices or Privacy Policies, are essential transparency documents that inform individuals about how their data is collected, processed, and stored. These materials must explain the lawful basis for the data processing and outline the data controller’s responsibilities. In line with the first principle of the GDPR, they ensure that personal data is handled in a lawful, fair, and transparent manner, promoting trust and compliance with data protection legislation.
Organisations must also maintain transparency about how personal data is used, ensuring fair processing notice complies with regulatory standards. A Transparent data processing contract establishes clear guidelines for how patient information is managed across various clinical systems. This is especially critical when working with local community providers, as shared contact details and health problems play a pivotal role in coordinated care delivery. Accurate and lawful information sharing not only supports healthcare staff but also ensures better outcomes for patients through enhanced access to relevant healthcare services.
In the healthcare sector, fair processing notices are critical for healthcare services and patients about how medical history, health intelligence, and basic information are shared and processed. These documents typically outline the data-sharing agreement, which may involve local services and other primary care professionals to support coordinated care. A clear information-sharing agreement helps to ensure that patients’ data is used in a lawful and appropriate way, assisting healthcare staff in providing timely and effective care.
To meet regulatory requirements, organisations must ensure that privacy notices provide sufficient detail about data processing contracts, including the purpose of the processing, how personal data is shared, and the rights of data subjects.
Transparency is key, as the law mandates that this information be presented in a clear, concise, and easy-to-read format, ensuring individuals are fully informed about how their data is managed and the lawful basis for the processing.
We were commissioned to re-draft a series of fair processing materials for an organisation. We were asked to draft an internal employee privacy notice, as well as re-drafting a corporate facing privacy notice as well as privacy notices for specific data platforms.
In each privacy notice, we undertook an investigation of how they were using personal data by interviewing colleagues as well as being showcased demonstrations of the systems. We reviewed previously drafted Data Protection Impact Assessments and worked to re-design a series of data flow maps to ensure we captured all the data flows.
We then re-drafted each privacy notice to make sure that it had all the necessary information but was in an easy-to-read manner. Additionally, we drafted a simplified easy-read policy which sits alongside the main privacy notice. Using clear and plain language, as well as images and demonstrations, we were able to convey how user’s data was being processed in an easy-to-read manner.
It can be difficult for organisations to know what to include in your own privacy materials and whether they are compliant with data protection regulations. Using our expert knowledge and insights, we review and draft fair processing notices on a daily basis.
First, we seek to fully understand what personal data you are processing, what is the purpose and what are you doing with the data.
Once we know everything we need to understand, we draft clear, concise privacy materials for our clients to use so that they can be transparent with users on how they use their data. We provide general and layered privacy policies, explaining how an organisation uses data as a whole, and how particular projects and applications collect data.
We re-draft existing policies, provide recommendations on existing policies as well as drafting policies from scratch. We leave no stone unturned, and will work with you to ensure that the privacy materials are accurate and reflect how your data processing truly works. If we find any compliance issues along the way, we will let you know and make recommendations on how you can be compliant.
Please contact us if you would like any support with these documents.
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We provide a full data protection and information governance consultancy service to all our clients who engage with us. We provide flexible packages and services to make sure that you only pay for what you need, so you aren’t paying for unnecessary services. Whatever you and your organisation need, we are here to help.
