Portsmouth City Council Public Health ("Public Health Portsmouth", "we", "us") is part of Portsmouth City Council, which is the data controller for the personal information described in this notice.
This privacy notice explains:
- What information we use
- Why we use it and our lawful basis
- Where we get it from
- Who we share it with
- How we protect it
- Your rights and how to contact us
Public Health Portsmouth works to improve and protect the health and wellbeing of people living in Portsmouth.
We do this in a number of ways, including:
- Working with Portsmouth City Council services, the NHS, and local and national organisations to improve and protect public health and reduce social and environmental risks to health.
- Using information from a range of sources to understand health and wellbeing needs, trends, and inequalities across the city.
- Commissioning and funding public health services for local residents, such as the Wellbeing Service, which supports healthier lifestyles.
What information we use
To carry out our public health responsibilities, we use information about the health and wellbeing of people in Portsmouth, both now and in the future.
Much of the information we use is anonymous or aggregated, meaning it relates to groups of people rather than individuals. For example, we use statistical information to help identify local priorities and improve services.
In some circumstances, we also use information relating to groups of individuals or de-personalised (pseudonymised) information. Where possible, information is processed in a way that reduces the risk of identifying individuals.
Some examples include:
- Replacing dates of birth with age ranges.
- Replacing addresses with broader geographical area codes.
- Using pseudonymised NHS data where personal identifiers have been replaced with reference numbers.
We only use identifiable personal information where this is necessary and lawful.
Special category information
Some of the information we use may include special category personal data, such as information about health.
We process this information with appropriate safeguards in place and only where permitted by law.
Where we get your information from
The information we use comes from a variety of sources, including:
- Public health services commissioned or provided by Portsmouth City Council.
- Other Portsmouth City Council services.
- NHS organisations, including primary care, pathology services, and NHS England.
- Local and national partner organisations.
Information received from NHS England may include:
- Birth records.
- Death records.
- Hospital activity data, including A&E, inpatient and outpatient admissions.
Hospital data is provided in a de-personalised (pseudonymised) format under section 261 of the Health and Social Care Act 2012.
Why we use your information and our lawful basis
We use information to:
- Understand the health and wellbeing needs of Portsmouth residents.
- Monitor population health and health inequalities.
- Understand the causes of disease and ill health.
- Plan, commission and evaluate services.
- Assess whether services are effective and provide value for residents.
- Improve and protect public health.
Lawful basis under UK GDPR
The lawful basis for processing personal information is:
Article 6(1)(e) UK GDPR – Public Task
Processing is necessary for Portsmouth City Council to perform its official functions and public tasks.
Special category data
The condition for processing special category personal data is:
Article 9(2)(h) UK GDPR – Health and Social Care
Processing is necessary for preventive medicine, health and social care services, diagnosis, treatment, and the management of health and social care systems and services.
Automated decision making
Portsmouth City Council does not use automated decision-making or profiling for activities covered by this privacy notice.
Service-specific privacy notices
Additional information about specific public health datasets and programmes can be found in the following privacy notices:
- Birth Records Privacy Notice
- Mortality Records Privacy Notice
- National Child Measurement Programme Privacy Notice
Who we share your information with
Most of the information produced by Public Health Portsmouth is published as anonymous statistical information and cannot be used to identify individuals.
We only share identifiable information where:
- You have given consent.
- There is a legal requirement or lawful basis to share it.
- Sharing is necessary to protect individuals or fulfil statutory responsibilities.
Public Health Portsmouth follows the principles set out in the Portsmouth Information Sharing Framework, alongside relevant legislation, guidance, and professional standards.
How we protect your information
We take our legal and professional responsibilities to protect personal information seriously.
Measures include:
- Limiting access to information to staff who need it to carry out their role.
- Secure storage of paper and electronic records.
- Staff training and confidentiality requirements.
- Secure disposal and deletion of information that is no longer required.
How long we keep your information
Information is only retained for as long as necessary and in accordance with Portsmouth City Council's records management and retention requirements.
Your data protection rights
Under UK data protection law, you have rights that may include:
- Access to your personal information (subject access request).
- Correction of inaccurate information.
- Restriction of processing in certain circumstances.
- Objecting to processing in certain circumstances.
You may also be able to opt out of some public health programmes where the law allows this.
Please note that some information must be shared where there is a legal requirement, such as safeguarding concerns or criminal investigations.
For more information about opting out or exercising your rights, contact:
Email: publichealth@portsmouthcc.gov.uk
Subject access requests
You have the right to ask whether we hold personal information about you.
If we do hold information about you, we will:
- Describe the information we hold.
- Explain why we hold it.
- Explain who it may be shared with.
- Provide a copy of the information in an understandable format.
Requests should be sent to:
Data Protection Officer
Portsmouth City Council
Civic Offices
Portsmouth
PO1 2AL
Complaints and queries
This privacy notice provides an overview of how Public Health Portsmouth uses information. It is not intended to cover every processing activity in detail.
If you need further information or have any questions, please contact:
Public Health Intelligence Team
Public Health Portsmouth
Portsmouth City Council
Floor 2, Core 2
Civic Offices
Guildhall Square
Portsmouth
PO1 2AL
Email: publichealth@portsmouthcc.gov.uk
Telephone: 023 9268 8217
Information Commissioner's Office (ICO)
You have the right to complain to the Information Commissioner's Office if you are unhappy with how your personal information is being used.
For more information, visit the Information Commissioner's Office website.
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Changes to this privacy notice
We keep this privacy notice under regular review.
Last updated: 5 June 2026