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Privacy Notice

An image of the EMRTS logo.

This privacy notice tells you what to expect when your information is processed by the EMRTS. You can contact the service at:


Wales Air Ambulance

Tŷ Elusen

Ffordd Angel

Llanelli Gate


SA14 8LQ


Why are we able to process your information?

We are legally able to process your personal information under Article 6 of the General Data Protection Regulation (GDPR) as the processing is necessary for us to perform our official functions as an NHS body. Article 9 GDPR for the provision of Health and Social Care will also be utilised.

There will be occasions when we will rely on other lawful bases such as when the processing is required for us to comply with the law, supports scientific research or is in your or another person’s vital interest (referring to a life-or-death situation).

For what purpose we are processing it?

If relevant, the service will use information that does not identify individuals, however we will sometimes have to process personal information about patients for the following purposes:

  • In order to provide contact individuals for healthcare assessment and treatment of injury or illness;
  • In order to audit and monitor national compliance with targets set by Welsh Government
  • In order to manage and investigate allegations, complaints, breaches, incidents and near misses relating to healthcare relating to your treatment; and
  • In order to ensure compliance with, or facilitate proceedings, in line with organisational policies and procedures.
How long will we store it for?

We will not store personal information for longer than is required. Personal information will be anonymised when it is no longer required in an identifiable format. It will be stored in line with NHS retention guidelines as follows:

  • Information relating to complaints will be stored for 8 years
  • Information relating to incidents will be stored for 10 years
  • Most adult case notes will be kept for 8 years since last treatment and 8 years post death. Records will be stored for 20+years where legally required.
Who will we share your information with?

There may be occasions where we will share your information with others involved in your health care treatment. This will only be done where there is a lawful basis to do so and in line with the purposes listed above.

Where required, we may share your information with:

  • Other departments within the Health Board;
  • With other NHS Wales or partner organisations; and
  • With the police, public bodies, regulatory bodies, legal professionals and the Information Commissioners Office.
How can I contact the Data Protection Officer?

The contact details for the Swansea Bay University Health Board’s Data Protection Officer are outlined below:

Data Protection Officer
Headquarters, Swansea Bay University Health Board
1 Talbot Gateway
Port Talbot
SA12 7BR

Tel: 01639 683336       


Swansea Bay University Health Board is the host of the EMRTS but are not the owner of all the information involved. Therefore, your query may be redirected to another Health organisation if appropriate.

What are your rights in relation to your personal data?

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

  • Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

  • Your right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

  • Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances.  

  • Your right to restriction of processing

You have the right to ask us to restrict the processing of your information in certain circumstances.

  • Your right to object to processing

You have the right to object to processing only where is it processed as part of our public tasks, or is in our legitimate interests.

  • Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under contract, or in talks about entering into a contract and the processing is automated.

You are not required to pay any charge for exercising your rights. We have one month to respond to you.

You also have the right to lodge a complaint with a supervisory authority if you are unhappy about how your data is processed.

In the UK, the supervisory authority is the Information Commissioner’s Office whose contact details are provided below:

Information Commissioner’s Office
Wycliffe House
Water Lane

Follow this link to the live chat function on the ICO website.

Helpline: 0303 123 1113

Follow this link to the ICO website for further guidance on how to exercise your rights.

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