Your privacy on the National Adult Referral Support Service

1. Who we are

NHS England is responsible for commissioning Adult Gender Services in England.

To support the management of referrals and waiting lists for these services, NHS England operates the Gender National Referral Support Service (GNRSS).

NHS England is the data controller for the personal information processed through the Adult Gender Service national referral and waiting list management service. NHS England has commissioned NHS Arden and Greater East Midlands Commissioning Support Unit (Arden & GEM CSU) to provide and manage GNRSS on its behalf.

This privacy notice explains how your personal information is used, why it is needed, who it may be shared with, and your rights in relation to that information.

2. Contact details

If you have any questions about this privacy notice or how your information is used, you can contact GNRSS:

Postal address	Gender National Referral Support Service (GNRSS) NHS Arden & GEM CSU Fourth Floor North Cardinal Square 10 Nottingham Road Derby DE1 3QT
Email	agem.agsquery@nhs.net

You can also contact NHS England’s Data Protection Officer by email at england.dpo@nhs.net

3. Why we collect and use your information

GNRSS supports NHS England and Adult Gender Services by:

• managing referrals to Adult Gender Services
• maintaining the national waiting list
• validating patient information
• communicating with patients about their referral
• transferring referrals to the appropriate Adult Gender Service when assessment or treatment becomes available
• ensuring waiting list information remains accurate and up to date
• producing anonymised management information to support NHS England’s commissioning and service planning responsibilities

Without processing this information, NHS England and Adult Gender Services would be unable to manage referrals safely and effectively.

4. How we obtain your information

We may receive information from:

• healthcare professionals who refer you to an Adult Gender Service
• Adult Gender Services currently holding your referral
• NHS systems used to verify patient identity and demographic details
• information you provide directly when you contact the service

5. What information we process

Depending on your circumstances, we may process the following information.

Personal information	Special category information
NHS number name and any preferred name date of birth home address and postcode telephone numbers email address GP practice details referral dates preferred communication methods	physical health information mental health information information relating to gender incongruence and associated care needs ethnic origin other clinical information provided by the referrer

6. Our lawful basis for processing

Under UK GDPR, NHS England processes personal information because it is necessary for the performance of a task carried out in the public interest and in the exercise of official authority vested in NHS England.

Type of information	Lawful basis
Personal information - managing referrals to Adult Gender Services and maintaining the national waiting list	UK GDPR Article 6(1)(e) – Public task
Personal information – Commissioning purposes, contract monitoring, anonymised and aggregate reporting	UK GDPR Article 6(1)(c) Legal Obligation
Special category health information	UK GDPR Article 9(2)(h) – Health or social care purposes

The common law duty of confidentiality is met because the information is used for the provision and management of your health care and referral pathway.

7. Who we share your information with

We only share information where it is necessary and lawful to do so. Your information may be shared with:

• Adult Gender Services commissioned by NHS England
• NHS England
• NHS Arden & GEM CSU staff supporting GNRSS
• other NHS organisations involved in your care
• organisations where NHS England has a legal obligation to disclose information

When your referral reaches the appropriate point in the waiting list pathway, the referral information necessary for your assessment and treatment will be shared with the Adult Gender Service responsible for your care. At this point, the Adult Gender Service receiving a referral for assessment and treatment will provide their own privacy information about how your data will be processed to support your ongoing care.

We do not sell your information and do not share it with organisations for marketing purposes.

8. Automated decision making

No decisions affecting you are made solely by automated means.

Automated systems may be used to support waiting list management and data quality processes, but any decisions requiring action affecting an individual involve human review and oversight.

9. International transfers

Your personal information is not routinely transferred outside the United Kingdom.

10. How we keep your information secure

NHS England and NHS Arden & GEM CSU implement appropriate technical and organisational measures to protect your information. These include:

• role-based access controls
• multi-factor authentication
• audit logging and monitoring
• staff confidentiality obligations
• information governance and data security training
• secure NHS systems and infrastructure

Access to your information is limited to authorised staff who require it for legitimate service purposes.

11. How long will we keep your information

Your information is retained for 10 years in accordance with the NHS Records Management Code of Practice and NHS England records management requirements.

Records relating to referrals and waiting list management will normally be retained for the period required by the applicable NHS retention schedule and then securely destroyed.

12. Your information rights

Depending on the circumstances, you may have rights under UK GDPR including:

• the right to be informed about how your information is used
• the right of access to your information
• the right to request correction of inaccurate information
• the right to request restriction of processing
• the right to object to processing in certain circumstances

Some rights may be limited where information is required for the provision and management of healthcare services or where NHS England has a legal obligation to process information.

If you wish to exercise any of your rights, please contact agem.agsquery@nhs.net

13. Right to object and withdrawal from service

You have the right to object to the use of your personal information for the Adult Gender Service national referral and waiting list management service in certain circumstances.

If you choose to raise an objection, we will consider your request carefully and individually. We will explain how your information is used, discuss any concerns you may have, and help you understand the possible impact of your decision before any action is taken.

Some information is needed to maintain your referral, keep your place on the national waiting list, contact you about your referral, and transfer your referral safely to an Adult Gender Service when assessment or treatment becomes available. If we are unable to process the information needed for these purposes, we may not be able to keep your referral on the waiting list or progress it safely.

If you no longer wish to remain on the waiting list, you can ask to withdraw from the service. We will explain what this means and ensure that your request is handled appropriately.

To discuss an objection, request a correction to your information, or enquire about withdrawing from the waiting list, please contact GNRSS via agem.agsquery@nhs.net for the attention of the Service Manager.

We recognise that information relating to gender services is particularly sensitive and personal. We are committed to handling your information confidentially, respectfully and only for the purposes necessary to support your referral and care. If you have any concerns about how your information is being used, please contact us and we will be happy to discuss them with you.

14. National Data Opt-Out

The National Data Opt-Out does not apply to the use of your information for your individual care and treatment.

The processing described in this privacy notice is undertaken for the management of referrals and the provision of healthcare services.

15. Complaints

If you are unhappy with how NHS England has used your information, please contact NHS England in the first instance.

You also have the right to complain to the Information Commissioner’s Office:

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