Secure handling of personal data in the nursing home

The management of personal data in a safe and legal manner is a fundamental part of the operation in the nursing home. Personal data is present in many different contexts, both in digital and physical form. Therefore, it is crucial that employees understand the requirements of the General Data Protection Regulation (GDPR) and how to avoid common mistakes.

What is personal data?

Personal data is all information that can be linked to an individual. In a nursing home, this could be, for example:
- Name, social security number, and contact details of residents, relatives, and staff.
- Health data and medical information in patient records.
- Social documentation about the resident's care and needs.
- Photographs and video clips where a person can be identified.
- Passwords and login details to internal systems.

Risks with incorrect handling of personal data

If personal data is handled incorrectly, it can lead to the spread of sensitive information or it falling into the wrong hands. Some common mistakes that may constitute GDPR violations are:
- Unauthorized access to records: Staff who do not have a care relationship with a resident should not read their records. For example, a nurse in one department should not access the records of another department without a specific reason.
- Discussions about residents in inappropriate situations: Discussions about a resident's health in the staff room, elevators, or corridors where unauthorized people can hear are a breach of confidentiality.
- Personal data in inappropriate places: Paper documents with sensitive information left out on desks or in open folders can easily fall into the wrong hands.
- Unattended computers and screens: A computer or tablet where records or social documentation are open should never be left unattended.
- Sending out sensitive information: Emails with health data or social security numbers sent without encryption could be a GDPR violation.
- Storage of unnecessary personal data: Old lists of residents, former employees, or contact persons that are no longer needed should be deleted according to established procedures.

What does the law say?

The General Data Protection Regulation (GDPR) is superior to other legislation when it comes to the handling of personal data. But within health and social care, the GDPR is supplemented by specific laws such as:
- Patient Data Act – regulates how patient data should be managed and documented.
- Social Services Act – governs how documentation within elderly care should be managed.
- Public Access to Information and Secrecy Act – stipulates that information about individual residents is confidential.

How the nursing home ensures secure handling of personal data

To avoid incorrect handling of personal data, the nursing home needs to work systematically with security and documentation. Here are some important measures:

Document where personal data is located  
All systems, folders, and binders where personal data is handled should be documented in a personal data register. This includes both digital and physical documents.

Limit access  
Only those who need certain information to perform their work should have access to it. This applies particularly to record systems where each employee's authorization should be adapted to their tasks.

Store data securely  
Paper records and other documents with sensitive information should be stored in locked cabinets. Computers and tablets used to read records should always be locked when not in use.

Clear procedures for deletion  
Personal data should not be stored longer than necessary. The nursing home should have procedures for deleting or archiving personal data that is no longer needed.

Educate the employees  
All employees should have basic knowledge about GDPR and what applies to the handling of personal data. New employees should receive training in this at their induction.

Prevent mismanagement  
Through regular follow-up and internal control, the operation can ensure that there are no shortcomings in the handling of personal data.

Reflection Questions - Personal Data

Care staff:  
- Is there a risk that someone unauthorized might have access to personal data in your unit?  
- Are there personal data somewhere where they are not needed?  

Manager, nurse, occupational therapist, and physiotherapist:  
- Do you have documentation of where personal data is stored?  
- Are they stored so that unauthorized people cannot access them?  
- Have you also noted where you have information about employees and relatives?  

Residents and relatives:  
- Is the operation good at keeping personal data protected?  

Erland Olsson
S+ecialist nurse
Sofrosyne - Better care every day