Sub-licensing

Sub-licensing is the process by which NHS Mid and South Essex securely shares de-identified information with partner organisations in the Mid and South Essex Integrated Care System. This includes data from national health datasets, local service data (such as ambulance and 111 services), and GP records.

Access to linked data from NHS and social care providers is essential for a full understanding of patient needs and service gaps, especially since health inequalities can vary widely between communities. This enables our partners to work together more effectively to improve services across mid and south Essex.

By sharing de-identified data, NHS Mid and South Essex allows partners to use the same information for service planning, improving care coordination, and addressing public health issues in a more joined-up way. Sub-licensing also ensures that smaller organisations, like local councils or voluntary groups, have access to important insights without directly handling sensitive patient data.

Ultimately, this process leads to a more joined-up and efficient health and social care system that can better allocate resources and improve patient outcomes.

How the process works

Sub-licensing will be managed through formal data-sharing agreements with partner organisations, which adhere to strict legal and ethical guidelines to protect individual privacy and confidentiality.

• Data sharing agreements: Partner organisations requesting data under sub-licensing must meet certain conditions. This includes maintaining current registration with the Information Commissioner’s Office, completing an annual Data Security and Protection Toolkit to required standards, and providing fair processing and transparency information to their service users regarding data use.
• Pseudonymisation: To safeguard personal information, all data is pseudonymised, meaning any identifiers (like names or addresses) are replaced with anonymous codes.
• Oversight and compliance: NHS Mid and South Essex will oversee the data-sharing process to ensure compliance with the NHS England Data Sharing Framework, the Data Protection Act 2018, and all relevant data protection regulations. This includes establishing clear protocols for data access and use.
• Application process: Partner organisations seeking access to patient-level de-identified datasets must apply to NHS Mid and South Essex. The application should outline:
  • The specific data needed
  • Patient groups (or cohorts) to be included
  • The purpose of the data use and the justification for why this data is necessary
• Approval by sub-licensing board: All applications are reviewed by a sub-licensing board, which includes our Caldicott Guardian, a Chief Clinical Information Officer (CCIO) at board level, and a public representative to ensure community interests are considered.
• Ongoing monitoring and training: We will conduct regular audits and assessments to verify compliance with data-sharing guidelines and evaluate the effectiveness of these arrangements. Partner organisations will also receive training and resources to ensure understanding and adherence to data handling, privacy protection, and ethical use practices.

Expected outcomes

Sub-licensing in Mid and South Essex is expected to bring significant benefits, including:

• More joined-up care: Improved collaboration among health and social care providers, resulting in better coordinated, and more timely care for patients.
• Better allocation of resources: Data insights enable more informed decisions on where resources are most needed, ensuring targeted support for communities.
• Data-driven service improvements: Access to linked data allows partners to plan services based on evidence, helping to address service gaps and enhance quality of care.
• Reduced health inequalities: Identifying and addressing health inequalities supports targeted interventions for underserved populations.
• Empowered community partners: Local councils and voluntary organisations can use insights to participate more actively in health initiatives, ensuring community needs are considered.
• Accountability and transparency: Regular audits and strict data-sharing guidelines foster trust and demonstrate responsible data use.

Improved patient outcomes: Overall, the combined efforts of collaboration, targeted resources, and evidence-based planning will lead to better health outcomes for patients across mid and south Essex.