Privacy notice
This notice explains how the Department for Work and Pensions (DWP) and its Assessment Providers use personal information in the Holistic Audio Recording Distribution (H.A.R.D.) service. DWP is the data controller for this service.
What information we use
To distribute a health assessment recording to a claimant, the service uses:
- your National Insurance number, used to match you to your recording
- your mobile telephone number, used to send you a secure link and one-time passcode
- the audio recording of your health assessment
- records of when a recording was located, sent, accessed or downloaded
For staff using the portal, we also process your name, work account and role so we can apply the correct access permissions.
Where your information comes from
We do not collect this information directly from you in this service. Your National Insurance number, mobile telephone number and the recording of your health assessment come from DWP and the Assessment Provider that carried out your assessment.
Why we need it
We use this information to confirm your identity and securely give you access to the recording of your own health assessment. We use staff account information to control who can locate and distribute recordings, and to keep an audit trail.
Our lawful basis
We process this information to perform a task carried out in the public interest and in the exercise of official authority. Because health assessment recordings are special category data, we also rely on the substantial public interest and statutory functions conditions under data protection law.
How long we keep it
We keep a recording in this service for up to 7 days. If you download it, the recording is removed 24 hours after you first download it — whichever happens sooner. After that, the recording is removed from the distribution service.
Records of when a recording was located, sent, accessed or downloaded are kept for 1 year. Secure access links and passcodes expire automatically.
Who we share it with
Your information is shared only between DWP and the Assessment Provider responsible for your assessment, and with the secure technology suppliers that operate this service on our behalf. We do not sell your information or use it for marketing.
Where we store your information
Your information is stored and processed in the United Kingdom. Your information is not transferred outside the UK.
Automated decision-making
We do not make any decisions about you by automated means in this service. A person is always involved in decisions about your assessment.
If you do not provide your information
We use this information to carry out our functions. If the information needed to identify you and your recording is not available, we will not be able to give you access to the recording of your health assessment through this service.
Your rights
You can find out what information we hold about you, and ask us not to use any of the information we collect.
Personal information charter
For more information, you can read the DWP Personal information charter.