Data Protection Privacy Notice for Patients

This Notice explains

• Who we are and how we use your information
• Information about our Data Protection Officer
• What kinds of personal information about you we hold and use (process)
• The legal grounds for our processing of your personal information (including when we share it with others)
• What should you do if your personal information changes?
• For how long your personal information is retained / stored by us?
• What are your rights under Data Protection laws

The UK General Data Protection Regulation (UKGDPR) and the Data Protection Act 2018 (DPA 2018) became law on 25th May 2018, and 1st January 2021 when the UK exited the EU.

For the purpose of applicable data protection legislation (including but not limited to the General Data Protection Regulation (Regulation (UK) 2016/679) (the "UKGDPR"), and the Data Protection Act 2018 the practice responsible for your personal data is [Practice Name].

This Notice describes how we collect, use and process your personal data, and how in doing so, we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights.

How we use your information and the law.

Station Drive Surgery will be what’s known as the ‘Controller’ of your personal data.

We collect basic personal data about you and location-based information. This does include name, address and contact details such as email and mobile number etc.

We will also collect sensitive confidential data known as “special category personal data”, in the form of health information, religious belief (if required in a healthcare setting) ethnicity and sex life information that are linked to your healthcare, we may also receive this information about you from other health providers or third parties.

Why do we need your information?

The health care professionals who provide you with care maintain records about your health and any treatment or care you have received previously. These records help to provide you with the best possible healthcare and treatment.

NHS health records may be electronic, paper-based or a mixture of both. We use a combination of working practices and technology to ensure that your information is kept confidential and secure.

Records about you may include the following information;

• Details about you, such as your address, your carer or legal representative and emergency contact details.
• Any contact the surgery has had with you, such as appointments, clinic visits, emergency appointments.
• Notes and reports about your health.
• Details about your treatment and care.
• Results of investigations such as laboratory tests, x-rays etc.
• Relevant information from other health professionals, relatives or those who care for you.
• Contact details (including email address, mobile telephone number and home telephone number)

To ensure you receive the best possible care, your records are used to facilitate the care you receive, including contacting you. Information held about you may be used to help protect the health of the public and to help us manage the NHS and the services we provide. Limited information may be used within the GP practice for clinical audit to monitor the quality of the service we provided.

How do we lawfully use your data?

We need your personal, sensitive and confidential data in order to provide you with healthcare services as a General Practice, under the General Data Protection Regulation we will be lawfully using your information in accordance with: -

Article 6, e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;

Article 9, (h) processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems

This Privacy Notice applies to the personal data of our patients and the data you have given us about your carers/family members.

We use your personal and healthcare information in the following ways:

• when we need to speak to or contact other doctors, consultants, nurses or any other medical/healthcare professional or organisation during your diagnosis or treatment or ongoing healthcare; this includes the use of telephone or video consultation.
• when we are required by law to hand over your information to any other organisation, such as the police, by court order, solicitors, or immigration enforcement.
• In a de-identified form to support planning of health services and to improve health outcomes for our population

We will never pass on your personal information to anyone else who does not need it, or has no right to it, unless you give us consent to do so.

Legal justification for collecting and using your information

The law says we need a legal basis to handle your personal and healthcare information.

• Contract: We have a contract with NHS England to deliver healthcare services to you. This contract provides that we are under a legal obligation to ensure that we deliver medical and healthcare services to the public.
• Consent: Sometimes we also rely on the fact that you give us consent to use your personal and healthcare information so that we can take care of your healthcare needs.
• Please note that you have the right to withdraw consent at any time if you no longer wish to receive services from us.
• Necessary care: Providing you with the appropriate healthcare, where necessary. The Law refers to this as ‘protecting your vital interests’ where you may be in a position not to be able to consent.
• Law: Sometimes the law obliges us to provide your information to an organisation (see above).

Special categories

The law states that personal information about your health falls into a special category of information because it is very sensitive. Reasons that may entitle us to use and process your information may be as follows:

• Public Interest: Where we may need to handle your personal information when it is considered to be in the public interest. For example, when there is an outbreak of a specific disease and we need to contact you for treatment, or we need to pass your information to relevant organisations to ensure you receive advice and/or treatment
• Consent: When you have given us consent
• Vital Interest: If you are incapable of giving consent, and we have to use your information to protect your vital interests (eg if you have had an accident and you need emergency treatment)
• Defending a claim: If we need your information to defend a legal claim against us by you, or by another party
• Providing you with medical care: Where we need your information to provide you with medical and healthcare services

AccuRX

As part of the Digital First National programme of work, GP Practices are required to provide a tool for patients to access primary care services.

The aim of the Accurx platform is to improve communications between healthcare staff and patients resulting in improved outcomes and productivity. The platform facilitates digital communications between the practice and our patients.

Using the Accurx platform will require the processing of special category data by Accurx, their sub-processors and by default the GP Practice as a Controller. This will include; exchanging and storing messages in relation to patients and medical staff, performing video consultations (these will not be recorded or stored) between healthcare staff and their patients This will allow you to respond to the Practice in multiple ways such as; free text, questionnaires and submitting images/documents.

Accurx is approved by NHS England to be used by GP practices and the other systems involved in patient care. NHS England has a lengthy assurance process to make sure they meet the highest standards of safety and security. Your data is safe and is shared only with your GP Practice for the purposes of your direct care. Your data is stored and sent securely using industry best practices, and Accurx only collect the data that is necessary to allow your GP Practice to provide you with care.

The Practice uses the following Accurx features:

SMS, Friends and Family test, online consultations, video consultations, AccuMail and Record Views

Accurx’s privacy notice

GP Connect System and Data Sharing

Station Drive Surgery has reviewed the National Data Sharing Arrangement (NDSA) for GP connect. GP Connect helps clinicians gain access to GP patient records during interactions away from a patient’s registered practice and makes their medical information available to appropriate health and social care professionals when and where they need it, to support the patient’s direct care.

From a privacy, confidentiality and data protection perspective, GP Connect provides a method of secure information transfer and reduces the need to use less secure or less efficient methods of transferring information, such as email or telephone.

GP Connect - key points.

• GP Connect can only be used for direct care purposes.
• Individuals can opt out of their GP patient record being shared via GP Connect by contacting their GP practice.
• Access to GP Connect is governed by role-based access control (RBAC) and organisational controls; only people who need to see the GP patient record for a patient’s direct care should be able to see it.
• All systems that allow the use of GP Connect must undergo a robust compliance process and the organisations involved must sign a connection agreement holding them to high standards of information security.

GP Connect products can help health and social care professionals share, view or act on information that could be required for a patient’s direct care, but they would otherwise have difficulty accessing easily (for example if they are using different IT systems).

Organisations can have access to relevant information in GP patient records to provide direct care to patients only.

Type of organisations that use GP Connect

Examples of organisations that may wish to use GP connect to view GP patient records include:

• GP surgeries that patients are not registered at - for example, if they need to see a doctor when they are away from home
• secondary care (hospitals) if they need to attend A&E or are having an operation
• GP hubs/primary care networks (PCNs)/integrated care systems (ICSs), partnerships between healthcare providers and local authorities
• local 'shared care' record systems
• ambulance trusts, so paramedics can view GP patient records in an emergency
• healthcare professionals such as community services
• acute and emergency care service providers
• NHS 111
• pharmacies
• optometrists
• dentistry
• mental health trusts
• hospices
• adult and children’s social care
• care and nursing homes

The government and NHS England are determined to improve people’s access to, and experience of, GP services. From 1 October 2025 practices will be required to keep their online consultation tool open for the duration of core hours (8am – 6:30pm) for non-urgent appointment requests, medication queries and admin requests.

GP Connect is a service that allows information and the GP Patient Record to be viewed and shared between IT systems. This means authorised clinical staff from different healthcare settings can share and view clinical information held by a GP practice.

The sharing of records is only for the purpose of direct care, and by medical examiners for the statutory purpose of reviewing deaths, where the patient is being treated or consulted in a setting away from their regular GP. GP Connect respects patient consent choices and will not share their data if the patient has asked their GP not to.

This will :-

1. allow read only access to patients’ care records (GP Connect Access Record HTML and Structured) by other NHS commissioned providers, for the purposes of direct patient care and read only access for providers of private healthcare (only in cases where the private provider obtains explicit permission from the patient to access their NHS GP care record, and they are providing direct care to the patient).
2. allows Community Pharmacy registered professionals to send consultation summaries into the GP practice workflow (GP Connect Update Record).

Patients should contact their GP practice if they want to opt out of their patient GP record being shared via GP Connect.

GP Connect can be used in a variety of care settings but can only be used for the purpose of direct care, and by medical examiners for the statutory purpose of reviewing deaths, as per NHSE legal directions.

 Full details about GP connect.

Confidentiality

Confidentiality and trust are essential to the relationship between GPs and their patients.

The information a patient provides to their GP is confidential, and they can expect that any information that is shared for their direct care will remain confidential.

GP Connect relies on 'implied consent'.

Explicit consent is not required when information is shared for a direct care purpose. If a patient does not want their information to be shared using GP Connect, they can opt out.

The NDSA and its terms and conditions stipulate that any information received or accessed about a patient for direct care purposes must remain confidential.

In addition to the NDSA, health and social care professionals are also subject to their own professional codes of confidentiality and are aware that any information received via GP Connect is provided in confidence, which must be respected.

Organisations using GP Connect are notified of their duty as 'controllers' to be fair and transparent about their processing of their patients’ information and to ensure that their transparency notices are fully updated with how they may be using GP Connect functionality.

NHS England helps support the mitigation of information sharing risks by ensuring that:

• NHS England audit data access is subject to two-factor authentication and role-based access controls - only certain assured users can have access to the full audit logs
• a completed Supplier Conformance Assessment List (SCAL) which covers service and capability specific compliance requirements and controls of the consumer system is in place

It is the responsibility of organisations using GP Connect to ensure that they comply with the NDSA, and their statutory and legal obligations regarding data protection and confidentiality.

Opting out of GP Connect

If patients do not wish their information to be shared using GP Connect, they can opt out by contacting their GP practice.

The National Record Locator (NRL)

The National Record Locator (NRL) is one of a number of services that was set up under the NHS Digital Establishment of Systems: Digital Interoperability Platform (DIP) Directions 2019.

The purpose of the DIP was to “develop and operate such IT applications, IT infrastructure and IT systems as are necessary to deliver the digital interoperability platform”.

The Secretary of State considered (in accordance with Section 254(2)(b) of the Health and Social Care Act 2012), that it was “in the interests of the health service in England or of the recipients or providers of adult social care in England” that these Directions be given.

Since NHS Digital has merged with NHS England, all services set up under this Direction are now managed by NHS England.

The NRL is a national index of pointers to the location of Patient Records of patients who live in England and/or who are registered with a GP in England. Providers that hold a relevant Patient Record will create a Pointer to the record, which can then be accessed by Consumers for the Agreed Purpose.

Information permitted to share on the NRL (where the document type exists for the patient) is as follows:

• Care plans*
• NEWS2 Report – National Early Warning Scores
• Shared Care Record Summary document
• International Patient Summary

* Care plans:

• mental health crisis plan
• end of life care plan
• emergency health care plan
• treatment escalation plans
• personalised care and support plans
• contingency plans

The Pointer is limited to:

• patient NHS Number
• ODS code for the Holder
• the name of the care setting
• what type of information is held
• A URL to contact details for the Holder (optional)
• A URL to retrieve the information (this is a spine secure proxy for the patient record)
• A location for the record which allows the information to be retrieved via a link or up to date contact details

Access by Consumers is currently view only. Once the Consumer closes the PDF, the Shared Personal Data is no longer accessible to them and if still required must be requested again through the same process.

Personal Data is processed by Providers and Consumers under the following lawful bases:

• Article 6(1)(e) - Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
• Article 6(1)(g) – Reasons of substantial Public Interest (with a basis in law) and with Conditions 11 and 18 under Schedule 1 of the Data Protection Act 2018 and/or;
• Article 9(2)(h) – Health or social care (with a basis in law) - Processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services.

The Common Law Duty of Confidence is met because the processing of personal confidential information is for the purpose of Direct Care.

Information may be further shared where the disclosure is necessary to safeguard the individual or others, or for another purpose where it is necessary to do so in the public interest.

Processing will continue until a Party withdraws from the Agreement or the Agreement is otherwise terminated by NHS England.

In accordance with clause 6.2, Personal Data must not be retained except for instances where Shared Personal Data has been used to update the Consumer’s patient medical record for the purposes of Direct Care.

National Data Opt-Out

The National Data Opt-out is a service that allows patients to opt out of their confidential patient information being used for research and planning.

The National Data Opt-out only applies to any disclosure of data for purposes beyond direct care, so having National Data Opt-out will not prevent your GP patient record being shared via GP Connect.

Risk Stratification

Risk stratification data tools are increasingly being used in the NHS to help determine a person’s risk of suffering a condition, preventing an unplanned or (re)admission and identifying a need for preventive intervention. Information about you is collected from several sources including NHS Trusts and from this GP Practice. The identifying parts of your data are removed, analysis of your data is undertaken, and a risk score is then determined. This is then provided back to your GP as data controller in an identifiable form. Risk stratification enables your GP to focus on preventing ill health and not just the treatment of sickness. If necessary, your GP may be able to offer you additional services. Please note that you have the right to opt out of your data being used in this way in most circumstances, please contact the practice for further information about opt out.

Individual Risk Management at a GP practice level however is deemed to be part of your individual healthcare and is covered by our legal powers above.

Medicines Management

The Practice may conduct Medicines Management Reviews of medications prescribed to its patients. This service performs a review of prescribed medications to ensure patients receive the most appropriate, up to date and cost-effective treatments. The reviews are carried out by the ICBs Medicines Management Team under a Data Processing contract with the Practice.

Transferring the current paper medical records into patients’ electronic medical records.

The following provisions of the General Data Protection Regulation permit us to digitise existing paper medical records:

Article 6(1)(e) – ‘processing is necessary…in the exercise of official authority vested in the controller…’’

Article 9(2)(h) – ‘processing is necessary for the purpose of preventative…medicine…the provision of health or social care or treatment or the management of health or social care systems and services…’

The paper patient records will be shared with [Scanning provider], who will scan and digitise the current paper medical records before destroying them. The paper patient records will be shared with the scanning provider above, who will scan and digitise the current paper medical records before destroying them.

Data Shared with NHSE

NHSE may request and be provided with information from our telephone system for national requirements, investigations or audits. NHSE may request and be provided with information from our online consultation system for national requirements, investigations or audits.

Anonymised information

Sometimes we may provide information about you in an anonymised form. Such information is used analyse population-level heath issues and helps the NHS to plan better services. If we share information for these purposes, then none of the information will identify you as an individual and cannot be traced back to you.

Child Health Information Service

A CHIS is an NHS commissioned service that is responsible for collating data from various organisations for all children aged 0-19 that are either residents or registered with a GP Practice in a specified area, into a single Child Health Record. The child health record begins from birth of the child and monitors the care processes and screening of the child, such as Newborn Blood Spot or hearing assessments through to the various immunisations (stated within the NHS National Vaccination Schedule). Data is received from with organisations such as Public Health, Health Visitors, School Nursing and Immunisations teams to help with increasing vaccination coverage to prevent outbreaks of disease, supporting the healthy child programme, assisting in the delivery of children’s public health services and safeguarding vulnerable children.

The aims of our CHIS services are to:

The aims of our CHIS services are to:

• Have a Child Health Record for each and every child within our area, regardless of the child is registered at a GP Practice or not
• Obtain all data from the respective care provider(s) for all children for the aspects of care given to each child, for example screening and immunisation
• Provide NHS compliant data sharing arrangements which will allow the appropriate healthcare professionals and parent/guardians to access the child health records
• Eradicate costly paper based data flows with more efficient electronic interfaces to receive the information more quickly

Our CHIS services adhere to the latest NHS England Service Specification and through our innovation and passion to improve the health of children, we meet the aims and objectives of the NHS Child Health Digital Strategy.

Research - National Institute for Health & Social Care Research (NIHR) - Clinical Research Network

Clinical Research Network West Midlands (CRN WM) provides a research delivery service to GP practices across the West Midlands. All CRN WM Delivery Support staff are employed by The Royal Wolverhampton NHS Trust. All NHS Staff members who have been allocated to work within the Practice will be issued with a Letter of access or assurance to confirm individual study placements and pre-employment checks.

The legal bases for processing this information

CRN WM processes data under the instruction of the individual research protocol, as delegated by the practice (data controller). You can opt out of being invited to participate in research at any time, please inform a member of the practice team and we will add the appropriate opt out code to your record.

Prior to informed consent:

The legal basis which allows us to process your personal data for research is GDPR article 6 (1)(f) …legitimate interests…except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject…’

Once informed consent has been given:

The legal basis which allows us to process your personal data is informed consent - Article 6 1(a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes; and Article 9 (2) (a) the data subject has given explicit consent to the processing those personal data for one or more specified purposes.

Individual study consent forms will detail how to withdraw consent and who to contact, this will usually be via the study sponsor.

Categories of personal data

The data processed by CRN WM delivery staff, in addition to demographic and contact details, is likely to be special category information (such as health information) to determine eligibility for individual research studies.

Recipients of data

The data processed by CRN WM delivery staff will be used to invite potentially eligible patients into research studies. Once patients have consented to participate, data processed by the CRN WM delivery staff will be used to answer the research questions as outlined in individual research protocols.

For further information, please refer to the Clinical Research Network West Midlands Privacy Notice

Summary Care Records

All patients registered with a GP have a Summary Care Record, unless they have chosen not to have one. The information held in your Summary Care Record gives registered and regulated healthcare professionals, away from your usual GP practice, access to information to provide you with safer care, reduce the risk of prescribing errors and improve your patient experience.

Your Summary Care Record contains basic (Core) information about allergies and medications and any reactions that you have had to medication in the past.

Some patients, including many with long term health conditions, previously have agreed to have Additional Information shared as part of their Summary Care Record. This Additional Information includes information about significant medical history (past and present), reasons for medications, care plan information and immunisations.

Change to information held in your Summary Care Record

In light of the current emergency, the Department of Health and Social Care has removed the requirement for a patient’s prior explicit consent to share Additional Information as part of the Summary Care Record.

This is because the Secretary of State for Health and Social Care has issued a legal notice to healthcare bodies requiring them to share confidential patient information with other healthcare bodies where this is required to diagnose, control and prevent the spread of the virus and manage the pandemic. This includes sharing Additional Information through Summary Care Records, unless a patient objects to this.

If you have already expressed a preference to only have Core information shared in your Summary Care Record, or to opt-out completely of having a Summary Care Record, these preferences will continue to be respected and this change will not apply to you. For everyone else, the Summary Care Record will be updated to include the Additional Information. This change of requirement will be reviewed after the current coronavirus (COVID-19) pandemic.

Why we have made this change

In order to look after your health and care needs, health and social care bodies may share your confidential patient information contained in your Summary Care Record with clinical and non-clinical staff in other health and care organisations, for example hospitals, NHS 111 and out of hours organisations. These changes will improve the healthcare that you receive away from your usual GP practice.

Your rights in relation to your Summary Care Record

Regardless of your past decisions about your Summary Care Record preferences, you will still have the same options that you currently have in place to opt out of having a Summary Care Record, including the opportunity to opt-back in to having a Summary Care Record or opt back in to allow sharing of Additional Information.

You can exercise these rights by doing the following:

1. Choose to have a Summary Care Record with all information shared. This means that any authorised, registered and regulated health and care professionals will be able to see a detailed Summary Care Record, including Core and Additional Information, if they need to provide you with direct care.
2. Choose to have a Summary Care Record with Core information only. This means that any authorised, registered and regulated health and care professionals will be able to see limited information about allergies and medications in your Summary Care Record if they need to provide you with direct care.
3. Choose to opt-out of having a Summary Care Record altogether. This means that you do not want any information shared with other authorised, registered and regulated health and care professionals involved in your direct care.

You will not be able to change this preference at the time if you require direct care away from your GP practice. This means that no authorised, registered and regulated health and care professionals will be able to see information held in your GP records if they need to provide you with direct care, including in an emergency.

To make these changes, you should inform your GP practice or complete this form and return it to your GP practice.

Patient Communication

Because we are obliged to protect any confidential information, we hold about you and we take this very seriously, it is imperative that you let us know immediately if you change any of your contact details.

We may contact you using SMS texting to your mobile phone if we need to notify you about appointments and other services that we provide to you involving your direct care, therefore you must ensure that we have your up-to-date details. This is to ensure we are sure we are contacting you and not another person.

As this is operated on an ‘opt out’ basis we will assume that you give us permission to contact you via SMS if you have provided us with your mobile telephone number. Please let us know if you wish to opt out of this SMS service.

We may also contact you using the email address you have provided to us. Please ensure that we have your up-to-date details.

There may be occasions where authorised research facilities would like you to take part in research. Your contact details may be used to invite you to receive further information about such research opportunities.

The NHS App

We use the NHS Account Messaging Service provided by NHS England to send you messages relating to your health and care. You need to be an NHS App user to receive these messages. Further information about the service can be found at the privacy notice for the NHS App managed by NHS England.

Safeguarding

The Practice is dedicated to ensuring that the principles and duties of safeguarding adults and children are holistically, consistently, and conscientiously applied with the wellbeing of all, at the heart of what we do.

Our legal basis for processing For the General Data Protection Regulation (GDPR) purposes is: -

Article 6(1)(e) ‘…exercise of official authority…’.

For the processing of special categories data, the basis is: -

Article 9(2)(b) – ‘processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law…’

Child protection information sharing system

The Child Protection - Information Sharing (CP-IS) service is a national system (across England) that securely links health and social care records to help protect children who:

• Are looked after by local authorities.
• Are subject to a child protection plan (including unborn child protection plans).
• Have been in either category within the previous 12 months

It enables health professionals to access key safeguarding information when a child presents at a healthcare setting, especially when they are outside their home local authority area.

In England, since 2014, the Child Protection Information Sharing System (CP-IS) has been sharing information between Local Authorities (LAs), unscheduled settings, and ambulance services about unborn babies & children who have a child protection plan and children who are looked after.

This information sharing is intended to enable frontline staff who are working with children at risk of abuse or neglect to make well-informed assessments, identify emerging problems, and streamline interagency working to support the children and their families when and where they need it.

CP-IS is currently used across the following unscheduled healthcare settings:

• Emergency Departments (NHS Trusts)
• Minor Injury Units (NHS Trusts)
• Walk in Centres (CCGs/Primary Care)
• Urgent Care Centres/Urgent Treatment Centres
• GP Out of Hours only

The information CP-IS provides comes from and is managed and updated by Local Authorities (Councils) across England with the use of the child’s or mother’s NHS number.

It does not include information from health or educational systems such as GP practices, schools, or health visitors (HVs), who continue to use Summary Care Records (SCRs) or the Primary Care Records to access health information.

As part of the NHS Long-Term Plan, it is now a target to make CP-IS available NHS-wide in England.

So, the GP in hours service via the National Care Records Service, CP-IS data will be available and used by December 2025.

This is to support decision-making processes undertaken by front-line NHS health practitioners, CP-IS will provide a limited amount of child protection indicator information (NHS Number, Type, start and end date of any child protection plan a child is on, name and contact details of the responsible LA, and an access history [including date and time] of the previous twenty-five visits to unscheduled care setting) about children at risk of abuse or neglect.

CP-IS does NOT SHARE:

• The child’s full social care file.
• The category of the CPP.
• Details of the child’s parents or carers.
• The reason the child has previously presented for care.
• Medical information.

How does CP-IS work

1. Information recorded in social care system extracted to NHS Spine
2. Child presents at unscheduled care setting. Healthcare team alerted that they are on a plan
3. Healthcare team given details of social care team and child’s last 25 presentations at unscheduled care
4. Social care team automatically notified that child has presented for care and given details of child’s last 25 presentations at unscheduled care

NHS Spine links social worker and healthcare worker.

Benefits of CP-IS

• Early Intervention – Acting to prevent and or reduce future harm happening to children - With instant access to CP-IS information, communication with the appropriate Social Worker can occur quickly, leading to a better outcome for the child.
• Because the Social Worker is notified immediately if a child in their care has presented at an unscheduled care setting, they are better placed to assess whether any intervention is needed to achieve a good outcome for the child.
• Improved safety and care – Doing the best when children need help - Because health practitioners (in unscheduled and now scheduled care settings) can see CP-IS information about a child anywhere in England, they will be better equipped to make the right decision about that child’s care.
• Increased workforce efficiency and effectiveness – Doing the most for children with the resources we have - Because CP-IS automatically sends information to the NHS Spine daily, it is always up to date.

Research

Clinical Practice Research Datalink (CPRD) collects de-identified patient data from a network of GP practices across the UK. Primary care data are linked to a range of other health related data to provide a longitudinal, representative UK population health dataset. You can opt out of your information being used for research purposes at any time (see below), full details can be found here: -

Full details can of transparancy

The legal bases for processing this information

CPRD do not hold or process personal data on patients; however, NHS Digital (formally the Health and Social Care Centre) may process ‘personal data’ for us as an accredited ‘safe haven’ or ‘trusted third-party’ within the NHS when linking GP data with data from other sources.

The legal bases for processing this data are:

• Medicines and medical device monitoring: Article 6(e) and Article 9(2)(i) - public interest in the area of public health
• Medical research and statistics: Article 6(e) and Article 9(2)(j) - public interest and scientific research purposes

Any data CPRD hold or pass on to bona fide researchers, except for clinical research studies, will have been anonymised in accordance with the Information Commissioner’s Office Anonymisation Code of Practice.

We will hold data indefinitely for the benefit of future research, but studies will normally only hold the data we release to them for twelve months.

GP Connect Service

The GP Connect service allows authorised clinical staff at NHS 111 to seamlessly access our practice’s clinical system and book directly on behalf of a patient. This means that should you call NHS 111 and the clinician believes you need an appointment with your GP Practice, the clinician will access available appointment slots only (through GP Connect) and book you in. This will save you time as you will not need to contact the practice direct for an appointment.

The practice will not be sharing any of your data and the practice will only allow NHS 111 to see available appointment slots. They will not even have access to your record. However, NHS 111 will share any relevant data with us, but you will be made aware of this. This will help your GP in knowing what treatment / service / help you may require.

The legal basis for processing your data

The legal basis for processing your data is under Article 6(1)(e) and Article 9(2)(h) UK GDPR as the processing is necessary for the performance of a task carried out in the public interest and for the provision of health care.

National Obesity Audit (NOA)

Background:

The National Obesity Audit (NOA) is commissioned by NHS England and is designed to understand patterns of obesity care and treatment across England. The audit uses information from GP practices and hospital services to evaluate how obesity services are delivered and to identify opportunities for improvement.

What is the National Obesity Audit?

The NOA collects information relating to patients who have received obesity-related care. The data is analysed to assess access to treatment, variation in service provision and outcomes from obesity interventions.

How will the NOA benefit patients?

The audit helps improve the quality of obesity care by identifying inequalities in access, highlighting best practice and supporting improvements in services for patients living with obesity.

What information is collected?

The information collected may include:

• NHS number
• Date of birth
• Gender
• Ethnicity
• Height
• Weight
• Body Mass Index (BMI)
• Details of obesity-related treatment and interventions
• Relevant clinical information

How the NOA will use your data

The data will be used to evaluate obesity care services, produce national reports and support service improvement activities.

NOA legal basis

The legal basis for processing patient information for the NOA is:

• Article 6(1)(e) UK GDPR – processing is necessary for the performance of a task carried out in the public interest.
• Article 9(2)(h) UK GDPR – processing is necessary for the management of health or social care systems and services.

The NOA and NHSE will share this data with

• Approved analysts and audit teams.
• NHS England.
• Healthcare providers involved in service evaluation and improvement.
• Other organisations where required by law.

Practice Third party processors

To deliver services effectively, the Practice may use third party organisations to process information on our behalf. These organisations are required to keep your information secure and only use it for the purposes specified by the Practice.

How do we maintain the confidentiality of your records?

We are committed to protecting your privacy and will only use information collected lawfully in accordance with:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Human Rights Act 1998
• Common Law Duty of Confidentiality
• Health and Social Care Act 2012
• NHS Codes of Confidentiality and Information Security

With your consent we would also like to use your information

There are times where you may wish to be contacted about health related events, information about specific health conditions and for health promotion purposes. Where we do this, we will always obtain your consent before using your personal information.

National Opt-Out Facility

This practice complies with the National Data Opt-Out policy. Patients can choose whether their confidential patient information is used for research and planning. The National Data Opt-Out does not apply where information is required by law, where there is an overriding public interest, or where information is used for your individual care.

For more information or to set your preferences, visit the NHS National Data Opt-Out service.

NHS Digital Data Collection from the Practice

NHS England (formerly NHS Digital) collects information from GP practices under legal directions and powers. The information collected helps the NHS plan services, monitor quality, carry out research and improve healthcare outcomes.

NHS Digital purposes for processing patient data

The purposes for processing patient information include:

• commissioning healthcare services
• public health monitoring
• service planning
• medical research
• statistical analysis
• national audits
• healthcare improvement programmes

What patient data NHS Digital collect

The information collected may include:

• NHS number
• Date of birth
• Gender
• Ethnicity
• Diagnoses
• Prescriptions
• Referrals
• Test results
• Vaccinations
• Other information recorded in your GP record where required by law or direction.

The Data NHS Digital collect

NHS Digital may collect both identifiable and de-identified information depending on the purpose and legal basis for the collection.

NHS Digital Does not collect.

• Information that is not required for the specified purpose.
• Information where a valid opt-out applies and the opt-out must be honoured.

Opting out of NHS Digital collecting your data (Type 1 Opt-out)

Patients may choose to register a Type 1 Opt-out with their GP Practice. A Type 1 Opt-out prevents identifiable patient information being shared outside the practice for purposes beyond direct care where the opt-out applies.

NHS Digital legal basis for collecting, analysing, and sharing patient data.

The legal basis includes:

• Article 6(1)(e) UK GDPR – task carried out in the public interest.
• Article 9(2)(h) UK GDPR – health and social care.
• Article 9(2)(i) UK GDPR – public health.
• Article 9(2)(j) UK GDPR – scientific and historical research and statistics.

How NHS Digital use patient data

NHS Digital use patient information to support the effective running of health and care services, improve services, undertake research, support public health activity and meet statutory obligations.

Who NHS Digital share patient data with

Patient information may be shared with:

• NHS organisations
• Government bodies where legally permitted
• Researchers where appropriate approvals are in place
• Public health organisations
• Other organisations authorised by law

Where do we store your information electronically?

Most of your electronic patient record is held within secure NHS approved systems. These systems are protected by access controls, encryption, monitoring and other security measures designed to protect confidentiality, integrity and availability.

EMIS Web AKA Optum

The Practice uses EMIS Web (also known as Optum) as its clinical information system. EMIS Web stores patient records and supports the delivery of healthcare services. Access is restricted to authorised users who require access as part of their role.

Who are our partner organisations?

We may share relevant information with organisations involved in your care and treatment, including:

• NHS England
• Integrated Care Boards (ICBs)
• NHS Trusts and Foundation Trusts
• Community healthcare providers
• Mental health services
• Ambulance services
• Pharmacies
• Social care services
• Hospices
• Other organisations involved in your direct care

Computer System

All staff are required to use secure logins and passwords when accessing systems containing patient information. Access is granted according to role and monitored to ensure appropriate use.

Shared Care Records

Shared Care Records allow authorised health and care professionals involved in your care to access relevant information from different organisations. This helps improve care, reduce duplication and support safer decision making.

Sharing your information without consent

There are circumstances where we may be required to share information without your consent, including:

• Where required by law.
• To protect you or another person from serious harm.
• For safeguarding purposes.
• To prevent or detect crime.
• Where there is an overriding public interest.
• For the management of health and care services where permitted by law.

Any disclosure will be limited to the information necessary for the purpose and shared with authorised recipients only.

How long will we store your information?

We retain your records in accordance with the NHS Records Management Code of Practice and other applicable legal and regulatory requirements. Different types of records are retained for different periods depending on the purpose and legal requirements.

When records are no longer required, they will be securely destroyed or deleted.

How can you access, amend move the personal data that you have given to us?

You have rights under data protection legislation, including the right to:

• Access your personal information.
• Request correction of inaccurate information.
• Request restriction of processing in certain circumstances.
• Object to processing where applicable.
• Request transfer of your information where applicable.
• Lodge a complaint with the Information Commissioner’s Office (ICO).

Requests should normally be made in writing to the Practice.

Primary Care Network

The Practice is a member of a Primary Care Network (PCN). PCNs bring together GP practices and other healthcare providers to deliver integrated healthcare services to local populations.

Information may be shared within the PCN where necessary to support your direct care and where permitted by law.

Service Evaluation

We may use information to evaluate and improve services provided by the Practice. Service evaluation activities are undertaken to understand how services are performing and identify opportunities for improvement.

Population Health Management

Population Health Management uses information from multiple health and care organisations to understand the health needs of populations. This information is used to improve services, reduce health inequalities and support better outcomes.

Access to your personal information

You have the right to request access to the information we hold about you. This is commonly known as a Subject Access Request (SAR).

We will respond to requests in accordance with applicable legislation and timescales.

What should you do if your personal information changes?

It is important that you tell us if your personal details change, such as your name, address, telephone number or email address, so that we can keep your records accurate and up to date.

Online Access

Patients may be able to access parts of their medical record online, subject to NHS and Practice policies. Online services may also allow appointment booking, prescription requests and access to test results.

Third parties mentioned on your medical record

Sometimes your medical record may contain information about other individuals, such as family members, carers or other people involved in your care. We have a responsibility to protect the confidentiality and rights of those individuals as well as your own.

Our website

Our website may collect limited information about how visitors use the site. This information may be used to improve website performance, security and user experience. Please refer to the website privacy and cookie information for further details.

CCTV recording

The Practice may operate CCTV systems for the purposes of crime prevention, public safety, staff safety and the protection of property. CCTV recordings are only accessed by authorised persons and retained in accordance with the Practice retention schedule.

Telephone system

Calls to and from the Practice may be recorded for training, monitoring, quality assurance, patient safety and security purposes. Recordings are only accessed by authorised personnel where necessary.

Video Consultations

The Practice may offer video consultations where appropriate. Video consultations are used to support patient care and may be delivered using approved digital platforms. Unless specifically stated, consultations are not routinely recorded.

About the NHS OpenSAFELY Data Analytics Service pilot

OpenSAFELY is a secure analytics platform that allows approved researchers and analysts to run analyses on pseudonymised NHS patient data. The service is designed to support research, public health and healthcare improvement activities.

What data is processed

The data processed may include information from GP records and other approved healthcare datasets. Data is processed within secure environments and appropriate safeguards are applied.

Where your data is collected from

Data may be collected from GP practices and other approved healthcare organisations participating in the pilot.

Who data will be shared with

Data will only be shared with authorised organisations and individuals who have appropriate approvals and a lawful basis for access.

Our data processors

Approved data processors may support the operation of the service under contractual arrangements and data protection requirements.

How long data is kept

Data will only be retained for as long as necessary to fulfil the purposes of the service and in accordance with applicable retention requirements.

Where we store the data

Data is stored within secure environments with technical and organisational measures designed to protect confidentiality, integrity and availability.

Our legal basis and role

The legal basis for processing information will depend on the specific purpose and may include public task, healthcare provision, public health and research provisions under UK GDPR and associated legislation.

Your rights over your data

You retain rights under data protection legislation, subject to any applicable exemptions and restrictions.

Opt-outs

Type 1 opt-out

National Data Opt-Out

Data Protection Officer For NHSE Pilot

If you have any questions about the NHS OpenSAFELY Data Analytics Service pilot, data protection, or how your information is used, you should contact the relevant NHS England Data Protection Officer.

Changes to this notice

We may update this privacy notice from time to time to reflect changes in legislation, guidance, technology or the services we provide. Any updates will be published and made available to patients.

Medical Examiner Service

Medical Examiners are senior doctors who provide independent scrutiny of deaths not investigated by a Coroner. They review medical records and discuss care with attending practitioners and bereaved families where appropriate.

Information may be shared with the Medical Examiner Service where required to fulfil statutory duties and support the review process.

Objections / Complaints

If you have concerns about how your information has been used, you should contact the Practice in the first instance.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you remain dissatisfied after raising your concerns.

Changes:

This privacy notice may be amended from time to time. The most current version will always be available from the Practice.