Use of your NHS number privacy notice

We want you to be confident that we will only use personal information for the purpose(s) listed below. We will keep your information secure at all times.

NHS numbers are an example of the types of personal data (information that identifies living individuals) that we handle. All of the personal data we collect and use must be processed using the Data Protection Act and UK General Data Protection Regulation Principles.

Why we need your information

We are collecting information to meet our legal responsibilities under the Health and Social Care Act 2012* and the Children Act 2004**.

It is important that NHS and social care services work together to improve care and support. They may share relevant personal information on a need to know basis, to get the best results for people.

*(Sections 251A and 251B)
**(Sections 10 and 11)

What information do we collect?

Your NHS number is accessed through NHS Digital, through an NHS service called the Personal Demographic Service (PDS).

To get your NHS number, Social Care will send basic information about you. This has been collected from you - the Service User (or your representative) - to the PDS.

This information could be your name, address, and date of birth. When we have your NHS number from the PDS, it's stored on your confidential record in our social care case management system.

If you get support from Social Care, the NHS may share your NHS number with us. This is to ensure Social Care and the NHS are using the same number to identify you while providing you with care and support.

Your NHS number is stored on your confidential record in our social care case management system.

How do we use NHS Numbers?

Your NHS number will be used on a limited set of shared material that is used by health and social care colleagues for your direct care.

Your NHS Number may also be printed on a subset of social care documents (if a printed copy is necessary). These are specifically used to communicate between health and social care organisations.

These printed documents relate to:

  • assessment
  • support and care planning
  • reablement and rehabilitation
  • deprivation of liberty
  • case review

These documents may be shared with other organisations and health and social care professionals involved in providing care. This includes:

  • GP's
  • hospitals
  • district nurses
  • My Therapy Service
  • social care staff
  • domiciliary care providers
  • nursing or residential homes
  • voluntary organisations
  • Wakefield District Health and Care Partnership

Currently, the NHS Number is not used to connect information between the Council and Health systems. However, this possibility may be explored in the future to enhance data sharing and the delivery of coordinated care.

We will not transfer your data to a country outside the UK.

How long do we keep NHS numbers?

We will keep your personal information we have collected for the purpose(s) detailed above. How long we keep your data depends on which social care services you receive. The reason for retaining information is in line with the Health and Social Care Act 2012 and the Children Act 2004.

How do we keep your NHS number secure?

Your NHS number is stored on your confidential record in our social care case management system.  We are committed to securing your NHS number from unauthorised access, use or disclosure. Digital storage systems are protected by industry standard tools.

Your rights

You have a right to object to the processing of your NHS Number. This will not stop you receiving care, but may restrict the services you receive. If you want to object to the use of your NHS number please contact us on 01924 306112 or email

You have the right to request a copy of the information we hold about you. If you would like a copy of some or all of your personal information please e-mail: or write to us at:

Corporate Information Governance Team
Wakefield Council
County Hall

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is wrong.

Data Responsibilities

Who we are: (the Data Controller)

Wakefield Metropolitan District Council

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