PRIVACY NOTICE – Quayside Medical Practice (updated Aug 2019)
Quayside Medical Practice takes your confidentiality and privacy rights very seriously. This notice explains how we collect, process, transfer and store your personal information and forms part of our accountability and transparency to you under the General Data Protection Regulation (GDPR) 2018.
Why do we collect information about you and how we use this?
Health care professionals, who provide your care, maintain records about your health and any treatment or care you have received previously (e.g. NHS Trust, GP Surgery, Walk-in clinic, etc.) These records are used to help to provide you with the best possible healthcare.
What information do we hold and how is this stored?
NHS health care records may be electronic, on paper or a mixture of both, and we use a combination of working practices and technology to ensure that your information is kept confidential and secure. Records this GP Practice hold about you may include the following information;
- Details about you, such as your name, address, carers, legal representatives and emergency contact details
- Any contact the surgery has had with you, such as appointments, clinic visits, emergency appointments, etc.
- 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
When is my information shared and how do we maintain the confidentiality of your data?
We are committed to protecting your privacy and will only use information collected lawfully in accordance with:
- Data Protection Act 1998
- Human Rights Act 1998
- Common Law Duty of Confidentiality
- Health and Social Care Act 2012
- NHS Codes of Confidentiality and Information Security
- Information: To share or Not to Share Review (click here to read further information about this)
Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential.
To ensure you receive the best possible care, your records are used to facilitate the care you receive. Information held about you may be used to help protect the health of the public and to help us manage the NHS. Information may be used within the GP practice for clinical Audit to monitor the quality of the service provided.
Some of this information will be held centrally and used for statistical purposes. Where we do this, we take strict measures to ensure that individual patients cannot be identified.
Sometimes your information may be requested to be used for research purposes – the surgery will always gain your consent before releasing the information for this purpose.
We are committed to protecting your privacy and will only use information collected lawfully in accordance with your statutory rights:
We will only use or pass on information about you to other health professionals if they have a genuine need for it to support your care. We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e. life or death situations), where the law requires information to be passed on and / or in accordance with the new information sharing principle following Dame Fiona Caldicott’s information sharing review (Information to share or not to share) where “The duty to share information can be as important as the duty to protect patient confidentiality.” This means that health and social care professionals should have the confidence to share information in the best interests of their patients within the framework set out by the Caldicott principles. They should be supported by the policies of their employers, regulators and professional bodies. For example, your information may be shared in the following circumstances:
- To provide further medical treatment for you e.g. from district nurses and hospital service
- To help you get support from other services e.g. from social care or voluntary organisations. This can only be done with your prior consent.
- When we have a duty to others e.g. in child protection cases
- Where we are required by law to share certain information such as the birth of a new baby, infectious diseases that may put you or others at risk or where a Court has decided we must.
Which other organisation’s may see my information?
We may also have to share your information, subject to strict agreements on how it will be used, with the following organizations;
- NHS Trusts / Foundation Trusts
- NHS Digital (e.g. Clinical Audit)
- Health & Social Care Information Centre (HSCIC)
- Clinical Commissioning Groups
- GMC Service
- NHS Counter Fraud
- Police & Judicial Services
- Fire & Rescue Services
- Ambulance Trusts
- The Courts
- Public Health England
- Medical Indemnity Service
- NHS Commissioning Support Units
- Independent Contractors such as dentists, opticians, pharmacist
- Other ‘data processors’ which you will be informed of
You will be informed who your data will be shared with and in some cases asked for explicit consent for this happen when this is required.
Permissive disclosures of information
Only with your explicit consent, Quayside Medical Practice can release
Information about you, from your GP record, to relevant organisations. These may include:
- Your employer
- Insurance companies
- Local Authorities
Accessing your information on other databases
Quayside Medical Practice can access certain medical information about you, when relevant or necessary, that is held on other databases (i.e. under the control of another date controller)
These include Pennine Acute Hospitals NHS Trust.
Digital’s Open Exeter database. Accessing such information would only be for your direct medical care.
Access to personal information
You have a right under the General Data Protection Regulation (GDPR) 2018 to request access to view or to obtain copies of what information the surgery holds about you and to have it amended should it be inaccurate. In order to request this, you need to do the following:
- Your request can be made in writing to the GP – for information from the hospital you should write direct to them
- There may be a charge to have a printed copy of the information held about you
- We are required to respond to you within 28 days
- You will need to give adequate information (for example full name, address, date of birth, NHS number and details of your request) so that your identity can be verified and your records located
Change of Details
It is important that you tell the person treating you if any of your details such as your name or address have changed or if any of your details such as date of birth is incorrect in order for this to be amended. You have a responsibility to inform us of any changes so our records are accurate and up to date for you.
The General Data Protection Regulation (GDPR) 2018 requires organisations to register a notification with the Information Commissioner to describe the purposes for which they process personal and sensitive information.
This information is publicly available on the Information Commissioners Office website www.ico.org.uk/whatwecover/registerofdatecontrollers
The practice is registered with the Information Commissioners Office (ICO). Our Data Privacy Officer is Mrs P Moss (press option 1) The Data Protection Officer representing our Practice is Mrs Jane Hill Mob: 07951530417 Email: firstname.lastname@example.org
Objections / Complaints
Should you have any concerns about how your information is managed by the Practice, please contact the Data Privacy Officer (Option 1) This service is available between 11am and 13.30pm – Monday to Friday.
For independent advice about data protection, privacy, and data sharing issues, you can contact:-
The Information Commissioner
Cheshire SK9 5AF
Phone: 0303 123 1113
E-mail (including attachments) email@example.com
If you are happy for your data to be extracted and used for the purposes described in this privacy notice then you do not need to do anything. If you have any concerns about how your data is shared then please contact the Data Privacy Officer in the first instance.