Makindo Medical Notes

🔐 Data Security in the NHS

This session is for all staff in health and social care. It covers the key knowledge needed to understand data security, good record keeping and the laws governing information use. By the end, you should understand your personal and organisational responsibilities for protecting or safely sharing data.

🎯 Learning Outcomes

• Understand Information Governance (IG) and the importance of data security in care
• Recognise the different types and value of information
• Apply principles of data security: confidentiality, integrity, and availability
• Identify threats such as:
  • 🧠 Social engineering
  • 📱 Unsafe social media use
  • 📧 Phishing and unsafe email
  • 🦠 Malware and cyber threats
• Report data breaches and incidents appropriately
• Understand the Data Protection Act (2018) and UK GDPR
• Apply the Caldicott Principles to protect confidentiality
• Recognise duties under the Freedom of Information Act (2000)

💡 Why It Matters

Good information governance underpins safe and effective care. Patients must trust that their information is:

• 🔒 Confidential — protected from unauthorised access
• 🧭 Accurate and reliable — integrity maintained
• ⏱️ Available — accessible when needed by authorised staff

Everyone in health and care has a duty to use data responsibly, following national law and local policy.

📘 The Legal Framework

• UK GDPR (General Data Protection Regulation)
• Data Protection Act 2018
• Freedom of Information Act 2000
• Common Law Duty of Confidentiality

The Information Commissioner’s Office (ICO) enforces data protection law. It offers guidance, audits, and—when necessary—issues fines for non-compliance.

🧩 Types of Data

• 🪪 Identifiable Data: directly identifies a person (e.g. name, NHS number)
• 🧾 Pseudonymised Data: identifiers replaced with codes (e.g. hospital number)
• 🕵️ Anonymised Data: cannot re-identify an individual, even when combined with other data

Always confirm with your Information Governance (IG) team whether data is truly anonymous before sharing or publishing it.

⚖️ The 7 Principles of UK GDPR

1. 📜 Lawfulness, Fairness & Transparency — be open and honest about how data is used.
2. 🎯 Purpose Limitation — use data only for the reason collected.
3. ✂️ Data Minimisation — use the minimum information necessary.
4. ✅ Accuracy — ensure data is correct and up-to-date.
5. 🗃️ Storage Limitation — don’t keep data longer than needed.
6. 🧱 Integrity & Confidentiality — keep data secure and protected.
7. 📚 Accountability — be able to demonstrate compliance.

👥 Rights of Individuals

• 📢 Informed — know how data is used (via privacy notices).
• 📄 Access — request copies of their data (Subject Access Request).
• ✏️ Rectification — ask for incorrect data to be corrected.
• 🗑️ Erasure — in limited cases, request deletion (“right to be forgotten”).
• ⏸️ Restriction — limit data processing under certain conditions.
• 🔁 Portability — receive data in a common format or transfer it.
• 🚫 Object — oppose data use in some cases.
• 🤖 Automated Decisions — not to be subject to solely automated decisions (AI).

💾 Data Security Principles

• 🔒 Confidentiality — only authorised access.
• ⚙️ Integrity — protect against unauthorised alteration.
• 🌐 Availability — ensure information is accessible when needed.

🚨 Common Threats and How to Avoid Them

• 🎭 Social Engineering: criminals manipulate staff into revealing information.
• 📧 Phishing: fake emails asking for login details or containing malicious links. ➡️ Don’t click suspicious links. Report phishing to your ICT or line manager.
• 💻 Malware: keep systems updated; never install unauthorised software.
• 🔑 Passwords: use strong, unique passwords and change defaults.
• 📶 Wi-Fi: only use secure, password-protected networks.
• 🔌 Devices: lock when unattended; avoid unauthorised USBs.
• 🗑️ Disposal: follow local policy for shredding or digital erasure.

🗂️ Confidentiality & the Caldicott Principles

Confidential data includes all identifiable information used in health or social care. Under the common law duty of confidentiality, data can only be used or shared with consent or under a lawful basis.

• 💚 Always consider the Caldicott Principles before using or sharing patient data.
• 🧑‍⚖️ Caldicott Guardians protect patient confidentiality and advise on data sharing ethics.
• 🏛️ All organisations handling patient data should appoint a Caldicott Guardian.

🚨 Data Breaches

A personal data breach is any incident that leads to unauthorised disclosure, access, loss, alteration or destruction of data. Breaches can be:

• 🔐 Confidentiality breaches: sending records to the wrong person.
• ✏️ Integrity breaches: data altered without permission.
• ❌ Availability breaches: data lost or inaccessible (e.g. ransomware).

Report all breaches or near misses immediately to your Data Protection Officer (DPO) or Information Governance team. Serious incidents must be reported to the ICO within 72 hours.

🗃️ Record Keeping & Information Management

Accurate records are essential for patient safety and organisational accountability. Follow your organisation’s Records Management Policy and the Records Management Code of Practice for Health and Social Care.

• 🕒 Timely: update records promptly.
• ✅ Accurate: factually correct, dated, and signed.
• 📋 Complete: contain all relevant details.
• 📑 Traceable: include who made each entry.
• ♻️ Proper disposal: use confidential waste or certified digital deletion.

📬 Freedom of Information (FOI)

The Freedom of Information Act 2000 allows public access to recorded information held by NHS and other public authorities. It promotes transparency but does not override data protection—personal data is usually exempt from disclosure.

• 🏛️ Applies to NHS bodies, councils, and other public authorities.
• 📨 Requests must be handled according to your organisation’s FOI process.
• 🔍 Some information may be withheld under exemptions (e.g. confidentiality or security).

💭 Final Thoughts

Data is one of the NHS’s most valuable assets. Protecting it protects patients, staff, and public trust. Practise what you’ve learned every day:

• 🧼 Keep data secure and organised
• 🧠 Think before you share
• 📢 Report incidents promptly
• 📚 Stay up-to-date with training and policy changes

Remember: good data practice = good patient care. 💙