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Access to Birth and Death data

Application process for access to deaths and birth data - NHS digital Fair Processing Notice

Since 2013, the Health and Social Care Act 2012 has given Local Authorities the power to perform Public Health functions. This means that the County Council has "a duty to improve the health of the people and responsibility for commissioning appropriate public health services" and the statutory responsibility for public health services are clear set out in the Health and Social Care Act 2012.


To deliver public health, Local Authorities need to use available health data sources to get relevant health and social care information. This data can contain person identifiable data (PID) which may identify patients such as name, address, sex, ethnicity, disease, use of hospital services, and/or NHS Number. Some data may not be obviously identifiable, however there may be the potential to deduce individuals' identities through combinations of information, either by the people handling the data or by those who see published results.

The Rutland County Council team will have access to the following data: 

  • Office for National Statistics birth and death data extracts (PID)
  • Secondary uses services (SUS) data
  • Hospital Episode Statistics data

Leicestershire and Rutland County Council's Public Health service will access health and related information to analyse the health needs and outcomes of the local population and for monitoring trends and patterns of diseases and the associated risk factors.

The Council Public Health team is however committed to using pseudonymised or anonymised information as much as is practical, and in many cases this will be the default position.

All information accessed, processed and stored by public health staff will be used to carry out and support:

  • health needs assessments
  • health equity analysis
  • commissioning and delivery of services to promote health and prevent ill health
  • public health surveillance
  • identifying inequalities in the way people access services
  • joint strategic needs assessment
  • health protection and other partnership activities

Under the General Data Protection Regulation (GDPR), the legal bases we rely on for processing personal information for general purposes are:

  • Legal Obligation - The processing is necessary to comply with the law (not including contractual obligations).
  • Public Task - The processing is necessary for the performance of a task carried out in the public interest or an official function, with a clear basis in law.

Under the General Data Protection Regulation (GDPR), the legal basis we rely on for processing special personal information for general purposes are:

  • Public Health - The processing is necessary for the delivery of Health and Social Care Services.

Any information held by the Council about individuals will be held securely and in compliance with the General Data Protection Regulations. Information will not be held for longer than required and will be disposed of securely.



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