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 How we use your personal information

This fair processing notice explains why the GP practice collects information about you and how that information may be used. The health care professionals who provide you with 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 help to provide you with the best possible healthcare.

NHS health 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 which this GP Practice holds about you may include the following information;

    • Details about you, such as your address, carers, legal representative, emergency contact 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.)

    • 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. We are committed to protecting your privacy and will only use information collected lawfully in accordance with the law

How do we maintain the confidentiality of your records?

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.  Please visit for any further information.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.

We are governed by the following acts/laws

Data Protection Act 2018

Human Rights Act 1998

Common Law Duty of Confidentiality

Health and Social Care Act 2012

NHS Codes of Confidentiality, Information Security and Records Management

General Data Protection Regulations 2018

Information: To Share or Not to Share Review  

We may also have to share your information, subject to strict agreements on how it will be used, with the following organisations; • other Gp’s who work OOH • Independent Contractors such as dentists, opticians, pharmacists • Voluntary Sector Providers • Clinical Commissioning Groups • Health and Social Care Information Centre (HSCIC) • Education Services • Police & Judicial Services • Private Sector Providers

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.  You have a right under the Data Protection Act 1998 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, please contact the Data Controller via the Practice Manager, if your request is regarding Hospital information then please contact the hospital involved

We will only ever use or pass on information about you if others involved in your care have a genuine need for it. 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.

Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential.

We are required to respond to you within one calendar month
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.
You will need to be as specific as possible in your request for information to ensure it is not excessive, Should you have any concerns about how your information is managed at the GP surgery, please contact the Practice Manager. If you are still unhappy following a review by the GP practice, you can then complain to the Information Commissioners Office (ICO) via their website (

Who is the Data Controller?
Dr Luk is the surgeries data controller

The Data Controller, responsible for keeping your information secure and confidential

Health Informatics service is the surgeries Data Protection Officer or

The Data Protection Office is to ensure the surgery operates within the law

Should you have any concerns about how your information is managed by the Practice please contact or 

If after a review of your complaint you are unhappy you can then complain to the Information Commissioners Office (ICO).,, telephone: 0303 123 1113 (local rate) or 01625 545 745

The Data Protection Act 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, the practice is registered with the Information Commissioners Office (ICO) 









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