Active Travel Social Prescribing pilot scheme privacy notice

Leeds City Council (the council) has received £1.3m funding from the Department of Transport (DfT), to support the research, delivery, and evaluation of an Active Travel Social Prescribing Pilot (ATSP). ATSP is a pilot scheme that will operate from October 2022 to October 2026 in the Burmantofts, Richmond Hill and Harehills Primary Care Network.

The purpose of ATSP is the social prescribing of walking, wheeling, and cycling to improve mental and physical health of people, like yourself, through walking and cycling groups in Burmantofts, Harehills and Richmond Hill Primary Care Network.

Who is the data controller for the information we collect

Leeds City Council is the data controller for the purposes of the Data Protection Act 2018 and other regulations including the UK General Data Protection Regulation for all personal data you provide as part of this scheme. This means it determines what your data is used for and why it is collected. The purpose of this privacy notice is to tell you about what information we collect about you when you use our service, how we use that information and who we may share it with. Urban Foresight Ltd (Urban Foresight), the consultant appointed by Leeds City Council as the monitoring and evaluation partner for ATSP, is the data processor.

The contact details of the data controller are Leeds City Council, Merrion House, 110 Merrion Way, Leeds, LS2 8BB.

The data we will collect

The ATSP is required to process either your personal and or special category data to comply with the funding requirements of the Department of Transport.

The personal data requirements of the pilot are:

• unique identifier
• first name
• postcode
• partial postcode (for example, LS10 1)
• year of birth
• email address
• telephone / mobile number
• date of referral
• activity referred to
• GP practice
• income
• age range
• employment/working status
• gender
  

The pilot will collect and use special category data from the following information:

• ethnicity
• sexual orientation
• health (mental and physical)
  

The pilot will also collect the following non-personal data from you:

• awareness, confidence, and skill in using active travel
• participation of active travel
• participation of other physical activity options
• use of health services
• perceptions of the local area
• experience and perceptions of the activity
• to develop the baseline evidence about perceptions of the local area and barriers to active travel
• to evaluate the extent to which perceptions of the local area improve and barriers to active travel reduce
• to evaluate the extent to which messaging within the community has been received
  

How do we collect information about you

The collection of data about participants in the ATSP is crucial to achieving the aims of the project. We collect information about you directly, once you have provided consent for the ATSP scheme to use your data.  

Referral pathways

There are 2 ways that you could be referred to the ATSP: the clinical pathway or the BHR pathway.

Primary and secondary care pathway referral

If you are referred through the primary and secondary care pathway, this will be the first point of contact in the ATSP when your data is collected. You will be referred to ATSP from Leeds Encouraging Activity in People (LEAP) by the Active Leeds team. 

LEAP will collect personal data outlined in the "The data we will collect" section of their privacy notice to determine whether it is appropriate to offer social prescribing to you through an ATSP commissioned walking and cycling provider. 

If you have been triaged to ATSP, you will receive either a phone call or have a face to face meeting where we'll explain the project aims and its data collection requirements. 

If you are happy to consent to your data being collected, you will be provided a consent form to complete acknowledging you are happy to proceed.

Community referral and self-referral pathway

If you are referred by self-referral or community referral you will be referred directly to a walking provider. You will receive either a phone call or have a face to face meeting where they will explain the project aims and its data collection requirements. 

If you are happy to consent to your data being collected, you will be provided a consent form to complete acknowledging you are happy to proceed.

Survey

Once you have consented to take part in ATSP, Urban Foresight will contact you to participate in a survey about your experience of socially prescribed walking and cycling. This survey, produced by the Department for Transport, will collect personal data and special category data as mentioned in the "The data we will collect" section of the privacy notice and will be processed by Urban Foresight.

Urban Foresight will contact you at the start of the referral process and at 6 and 12 months after your engagement with the socially prescribed walking and cycling provision.

Additional events where data will be collected

Alongside the referral pathway and survey, there will be several events you can participate in for ATSP. These include: interviews, focus groups, workshops and community events. These events may collect personal data outlined in "The data we will collect" section of the privacy notice, but no special category data.

Why we process your data

The funding agreement between the council and its funder, the Department of Transport, requires us to carry out monitoring and evaluation of the pilot scheme to show its effectiveness for the following aims of ATSP by the Department for Transport:

• to address local community needs relating to underrepresented groups, high levels of deprivation, and health inequalities
  
• to actively promote increased levels of physical activity through cycling and walking
• to understand how infrastructure influences the uptake of active travel
• to support modal shift to active travel providing people with travel choices and supporting changes in behaviour
  

Your responses will be treated in confidence and processed by Urban Foresight in accordance with relevant UK data laws with regard to collection, storage and dissemination of data. Your personal data will be obtained lawfully and will be used for the purpose stated in this privacy notice.

Lawful basis for processing

We will process your data in accordance with UK GDPR. The processing shall be lawful only if and to the extent that the following applies:

Article 6(1)(a)- the data subject has given consent to the processing of his or her personal data for one or more specific purposes

Article 9(2)(a)- the data subject has given explicit consent to the processing of those personal data for one or more specified purposes

Gaining your consent

Your consent will be collected at several points during the ATSP, when you first consent to joining the scheme and then every 6 months. We will obtain your consent by providing you with an online consent form via a hyperlink Active Travel Social Prescribing Consent statement (leeds.gov.uk), as well as a copy of this privacy notice.

Signing the consent form indicates your willingness to take part in the ATSP survey and consents to the use of your personal and special category data by Urban Foresight.

The consent form has been created using Smart Survey. Smart Survey's UK GDPR compliance policy can be found online. You can also find Smart Survey's Privacy Notice online. 

Withdrawing your consent

You have the right to withdraw your consent from participating in the pilot at any time. Withdrawing your consent will not affect any services or benefits you receive from the pilot. 

If you decide that you no longer wish to participate in the pilot, please contact Activetravelsocialprescribing@leeds.gov.uk. 

If you get in touch to opt-out of the pilot, we will treat this as notification of activetravelsocialprescribing@leeds.gov.uk removing consent and delete all identifiable personal data.

However, please note that we will not be able to delete the data you provided to us once the data has been aggregated with the data of other participants.

Data retention, storage and destruction

The data you provide from surveys, interviews and other events collected by Urban Foresight will be stored on secure cloud servers by Urban Foresight.

The information collected by Urban Foresight Ltd will be retained for a period of 36 months (3 years) after the completion of the pilot after which it will be deleted. The pilot is due to complete by October 2026.

The information collected by individuals or businesses we have commissioned to deliver social prescribing activities will be retained for three years from when you stop dealing with that organisation. For more information on retention of your data please contact us. 

Who can we share your data with

If you consent to your data being processed, the Council will share your data with Urban Foresight Limited, who is the councils monitoring and evaluation partner for this scheme, and third-party activity providers. Urban Foresight will then pseudonymise the data by creating a Unique Reference Number (URN) for each participant.

Once Urban Foresight have undertaken the surveys, they will provide the Council with the pseudonymised results, which will then be shared with Sheffield Hallam University (national evaluation partner) under the lawful basis of public task under UK GDPR Articles 6(1)(e) and 9(2)(g).

Anonymised reports will be produced by Urban Foresight and Sheffield Hallam University which are required under the funding agreement and will be shared with the Department for Transport, Active Travel England and Leeds City Council.

The data provided by you will not be used for any purpose other than for this pilot.

Subject to your consent, we may also share some of your personal data, such as your first name and contact details collected in the smartsurvey consent form the Walking Providers, Touchstone and Health for All. This is to enable them to contact you about walking group opportunities as part of the pilot scheme. The council has valid sharing agreements in place with these organisations. Their privacy policies can be found online. Touchstone: Privacy Policy and Health for All Privacy Notice.

In addition, we will share your personal data:

• where such disclosure is necessary for compliance with a legal obligation to which we are subject
• in order to protect your vital interests or the vital interests of another natural person
• for the purposes of security and prevention of fraud and other criminal activity
• where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure
  

If English is not your first language and you require a translator in order to complete the DfT Survey administered by Urban Foresight, a Leeds City Council translator is available to you. As the survey will ask you for personal and special category data, the Leeds City Council translator will sign the data protection guidance provided by the Leeds City Council.

Automated decision making

Your data will not be used for any automated decision making, including profiling.

Your rights

The following rights under data protection law are applicable for this processing:

• the right to access - you can ask for copies of your personal data
• the right to rectification - you can ask us to rectify inaccurate personal data and to complete incomplete personal data the
• the right to erasure (where you can ask us to erase your personal data)
• the right to restrict processing - you can ask us to restrict the processing of your personal data
• the right to data portability (where you can ask that we transfer your personal data to another organisation or to you
• the right to object to processing (where you can object to the processing of your personal data) and
• the right to complain to a supervisory authority - you can complain about our processing of your personal data the right to
• withdraw consent (to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent
  

These rights are subject to certain limitations and exceptions. You can learn more about your rights and how to exercise them on the council's website and the Information Commissioner's Office website. You may exercise any of the above rights in relation to your personal data by writing to us, using the contact details provided below.

When your data gets sent to other countries

Your information will not be sent outside the UK.

Contact us

Any queries in relation to this privacy notice should be forwarded to:

Data Protection Officer

The council privacy notice is available to view here. 

Complaints

If you are unhappy with the way in which your information has been handled you should speak with the specific service in the first instance.

Any data protection complaints about how the council has processed your personal data, will be handled in accordance with the council's complaints policy. You can find out how to submit a complaint online.

You can refer to the Information Commissioner if you consider that there has been an infringement of data protection legislation. Further details can be found on the Information Commissioner's website.

Changes to this notice

We keep our privacy notice under regular review. We will notify you of significant changes to this notice by email or other means as appropriate. This privacy notice was last updated 7 November 2024.