For people affected by homelessness: protect patient information, use Blink safely,
and report concerns within 24 hours. The Microsoft Forms quiz is the formal assessment.
Progress saves on this deviceAll sections and checks requiredFormal assessment pass mark: 80%
Section 1
Welcome and why data protection matters
Vision Care volunteers handle information because patients trust us to protect privacy and dignity.
Information you may handle
Patient names, dates of birth and addresses
NHS eligibility, medical and eye-health information
Prescriptions and referral information
Volunteer and internal organisational information
Where data protection applies
Blink, Teams, Outlook and referral systems
Devices, screens and conversations
AI tools, translation tools and shared links
Why this matters: Patients trust Vision Care with sensitive information so they can receive safe eye care. Poor handling can cause distress, loss of privacy, and loss of trust.
Personal responsibility
Every volunteer is responsible for protecting the information they access during their role. Data protection is not only the responsibility of Tony Wing or Vision Care management.
Access only when needed
Only access patient information when it is necessary for the task you are carrying out.
Information can be exposed in different ways
A breach does not only mean hacking. Information can be exposed through:
An email
An unlocked screen
A conversation
A shared link
A screenshot
An unauthorised app
Knowledge check
Which item contains personal or confidential information?
Section 2
What information Vision Care holds
Vision Care holds both personal data and special category health data.
Health data needs extra protection: Health information is particularly sensitive and must be handled with additional care.
Key message: Outside Blink, volunteers should use Blink IDs only.
Blink IDs are still confidential: A Blink ID reduces identification risk, but it is still part of a confidential patient record and should only be used where necessary.
Examples of data held
Name, date of birth and address
NHS eligibility and medical history
Eye health, prescription and referral details
Why this matters
Removing only a name does not always make data anonymous. Other details can still identify someone.
Information does not need to contain a name to identify someone. Several small details can identify a person when combined.
True or false
Removing a patient's name always makes information anonymous.
Section 3
Using Blink safely
Volunteers must
Use Blink for patient-identifiable information
Access records only when needed for the task you are carrying out
Use only their own login and never share passwords
Check the previous user has logged out and never continue in another volunteer's session
Log out and fully close the browser after clinic
Report significant errors or wrong-patient entries
Volunteers must not
Download Blink reports or patient attachments
Take screenshots or photographs of Blink screens
Save patient information locally or in personal notes
Need-to-know access: Being able to open a record does not automatically mean you are authorised to view it.
Browser sign-out reminder: Closing a browser tab is not always the same as signing out. Always log out of Blink first, then fully close the browser.
If information is entered in the wrong patient record: Stop, do not try to hide it, and report it promptly.
Vision Care cannot remotely wipe patient information saved to personal devices.
Choose the permitted action
Section 4
Teams, Outlook and authorised referrals
Absolute Teams rule: Teams is not a patient record system. Never place patient-identifiable information in Teams.
Blink ID use: A Blink ID should only be used where there is a genuine need to discuss the patient.
Outlook and referrals
Use minimum necessary information
Before sending, stop and check recipient, subject line, body, attachment and sharing permissions
Avoid patient names in subject lines
Use only approved Vision Care accounts and authorised referral systems
Check the full email chain before forwarding or using Reply All
Do not use unrestricted "anyone with the link" sharing for personal or confidential files
An authorised referral system is one approved for that clinic area by Vision Care or the relevant NHS service.
If an email goes to the wrong person
Ask the unintended recipient to delete it
Report the incident to Tony Wing
Attempt recall only for internal email
Do not wait for deletion confirmation before reporting the breach
Knowledge check
You need to discuss a patient in Teams with another volunteer. What should you use?
Section 5
AI, translation tools and unauthorised apps
Absolute rule: do not enter any patient or clinical information into public AI tools.
AI tools
AI may be used only for generic admin wording with no personal or clinical information.
Translation support
Do not use personal translation apps or public translation sites for patient consultations. Use the local NHS-funded interpreting service or a patient-chosen interpreter.
Anonymised does not always mean safe: Removing a name does not remove all risk. Clinical details may still identify a patient or reveal confidential information.
Convenience is not approval: A tool being free, popular or already installed does not mean it is approved for patient information.
Stop and check: Before using any AI or translation tool, ask whether the content includes anything about a real patient. If it does, do not use the tool.
Patient-chosen interpreters
A patient may choose to bring someone they trust to interpret, but volunteers should remain mindful of privacy, consent, and whether the patient is comfortable discussing sensitive information in front of that person.
If NHS interpreting is unavailable
Do not switch to a public app. Do not send the patient away; make reasonable adjustments and document this on the patient record.
Unapproved tools and services
Do not paste, upload, record or dictate patient information into any unapproved app or online service.
Personal note-taking apps
WhatsApp or personal messaging apps
Personal cloud storage
Consumer transcription tools
Voice-recording apps
Browser extensions that process page content
Do not use voice assistants or dictation tools to process patient information unless they are specifically approved.
Mini-game: match the action
Section 6
Device, screen and physical security
Clinic devices
Vision Care laptops and tablets stay on clinic premises
USB drives are not permitted
Use only the host centre's authorised secure network or Vision Care-provided connectivity
Do not use open guest networks, public hotspots or unknown networks
Security routine
If stepping away briefly but remaining in the room, lock the screen
If the room will be unattended, lock the device away in the cabinet
Before using a shared device, confirm the previous volunteer has logged out of Blink and Microsoft
Position screens so patients, visitors and host-centre staff cannot casually view confidential information
Personal phones, tablets or laptops used for Vision Care systems must also be locked whenever unattended
Never leave passwords written beside a device or visible in the clinic room
Do not leave a device charging in an unlocked or unattended area
Report lost or stolen devices to Tony Wing within 24 hours
Personal device loss: If a personal device used to access Vision Care systems is lost or stolen, report it to Tony Wing within 24 hours, even if no information was downloaded.
End-of-clinic shutdown checklist
Save authorised work in the approved system.
Log out of Blink.
Log out of Microsoft if required.
Close the browser.
Lock or shut down the device.
Store the device in the lockable cabinet.
Choose all that apply
Which actions are correct before leaving a clinic room unattended?
Section 7
Phishing, passwords and MFA
Phishing is one of the highest data breach risks.
Warning signs
Unexpected urgency or suspicious senders
Requests for passwords or patient information
Unexpected links, attachments or MFA prompts
Rules
Never share passwords
Never approve an MFA request you did not initiate
If a link is clicked by mistake, report immediately
If details are entered into a phishing page: Report it to Tony Wing immediately so the account can be blocked and the breach investigated. Once complete, a temporary password will be issued.
Knowledge check
You receive an unexpected MFA request. What should you do?
Section 8
Information sharing and patient requests
Sharing rules
Share only with authorised recipients who need it
Before sharing, ask whether the recipient genuinely needs the information for their role
Even where sharing is authorised, share only the minimum information needed for the purpose
Use Blink IDs outside Blink where possible
Do not disclose information simply because someone says they are a support worker, relative or health professional
If someone phones asking for patient information, do not confirm anything until authority and reason are checked
Confirming clinic attendance is still a disclosure of personal information
If unsure, ask Tony Wing before sharing
Safeguarding
Confidentiality does not prevent necessary sharing where there is a serious safeguarding concern. Where there is serious risk, seek immediate guidance from Elaine Styles rather than withholding information because of confidentiality concerns.
If a patient asks to see, correct, delete, or receive their information, escalate the request to Tony Wing. Do not release information immediately.
Patient request response: Tell the patient their request will be passed to the appropriate person and that they will be contacted through the proper process.
Knowledge check
A patient asks verbally for a copy of everything Vision Care holds. What is the correct response?
Section 9
Data breaches, reporting and accountability
All suspected or confirmed breaches must be reported to Tony Wing within 24 hours.
Reportable incidents include
Wrong email recipient or data posted in Teams
Use of unauthorised apps or translation tools
Screenshots/downloads, phishing, lost devices
Unauthorised access or sharing with wrong person
Immediate action examples
Ask unintended recipients to delete information
Attempt internal recall when relevant
Lock or secure compromised devices
Take reasonable steps to reduce immediate risk, but do not delay reporting while trying to fix the problem
Even if unintended recipients confirm deletion, the incident must still be reported
When unsure: If you are unsure whether something is a breach, report it anyway.
What to include when reporting
What happened
When it happened
What information was involved
Who may have received or accessed it
What immediate action was taken
Prompt reporting helps Vision Care reduce risk and protect patients. Concealing or ignoring an incident may make the situation more serious.
Volunteers are not expected to decide whether the ICO must be notified, whether a patient must be contacted, or how serious the legal risk is. Tony Wing handles the next steps.
Choose all that apply
Which incidents should be reported to Tony Wing within 24 hours?
Section 10
Final checklist and formal assessment
Final checklist
Do I need this information and am I authorised?
Am I using Blink where required and Blink ID outside Blink?
Am I using approved systems only?
Have I avoided downloads, screenshots and unapproved apps?
Is the recipient correct and the device secure?
Do I need to report this to Tony Wing within 24 hours?
Awareness points
National Data Opt-Out
If asked detailed questions, refer to Tony Wing. Volunteers are not expected to provide legal advice.
Freedom of Information-style requests
Do not ignore or answer directly. Forward requests to Tony Wing for review.
Completing this learning page does not complete the mandatory training. You must also pass the Microsoft Forms assessment.
Three rules to remember
Keep patient information in Blink.
Use Blink IDs outside Blink.
Report concerns to Tony Wing within 24 hours.
Tony Wing
Data protection, incidents, requests, phishing, sharing, National Data Opt-Out and FOI-style queries.
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