Edinburgh Mental Health Service

Edinburgh Mental Health Service (EMHS) provides support across Edinburgh to people who are experiencing mental health difficulties.  Our support enables the people we work with to live as independently as possible in their own home.

What data we need

 To allow us to provide the service you would expect from us, we process the following information about you:

  • Name
  • Address
  • Date of birth
  • Telephone numbers
  • Swift number
  • Next of kin
  • GP’s name, address and telephone number and the contact details of other health professionals involved in your care and support
  • Health and disability information which helps us understand your care and support needs
  • Information about your interests, lifestyle and preferences
  • Information about the outcomes you want to achieve and the steps you take towards them

Most of this information is contained in your Support Plan.  In addition, we process:

  • Letters we receive or send in relation to your care and support

Why we need it

We need your information and will use your information:

  • to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you
  • to enable us to supply you with the services and information which you have requested or expect from us
  • to enable us to respond to any complaints made
  • so that we can support you according to your needs and provide a responsive service
  • to contact you in order to send you details of any changes to our services which may affect you
  • for all other purposes consistent with the proper performance of our operations and business
  • to contact you for your views on our services.

Where we store your data

We store your data on our secure online information management system, Carista.

Any paper records are stored in locked filing cabinets.

How long we will keep your information

We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.

We will generally keep your information for the following minimum periods after which this will be destroyed if it is no longer required for the reasons it was obtained.

Document Type

Retention Period

Support plan

Five years from the last day you are supported by our service

Letters we receive or send in relation to

your care and support

Five years from the last day you are supported by our service


 Our full retention schedule is available here

What’s the legal justification?

We will process your personal data with your consent and special categories of personal data with your explicit consent. The details of your next of kin and GP details will be processed in your vital interests.

Sharing your Information

The information you provide to us will be treated by us as confidential.

We may disclose your information to third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

  • Medical Professionals, raising concerns or in a crisis
  • Social Work, raising concerns or in a crisis
  • Statutory Bodies for Adult Protection
  • Regulatory Bodies, Care Inspectorate

Receiving data about you

We may receive the following information from third parties:

  • Medical information, raising concerns or in a crisis situation
  • Social Work, raising concerns or in a crisis situation
  • Information relating to Adult protection
  • Funders, Edinburgh Council concerning contracts

Updating your information

If your details change, please contact 0330 303 0124 to inform us to ensure that all of the information we hold about you is up to date.