GDPR 2018 How we use your information & NHS Constitution

How we use your information

'Better information, better health'

Why we collect information about you

  • In the practice we aim to provide you with the highest quality of health care. To do this we must keep records about you, your health and the care we have provided or plan to provide to you.
  • These records may include: basic details such as address, next of kin and date of birth; contact we have had with you such as clinical visits, details and records about your treatment and care, results of investigations such as x-rays, and relevant information from people who care for you and know you well, such as health professionals and relatives.
  • it is good practice for people in the NHS who provide care to discuss and agree with you what they are going to record about you, give you a copy of letters they are writing about you, and show you what they have recorded if you request this. We will only store your information in identifiable form for as long as necessary and in accordance with the NHS England NHS Records Management Code.

How your records are used

  • the people who care for you use your records to provide a good basis for all health decisions made by you and care professionals, allow you to work with those providing care, to make sure your care is safe and effective and work effectively with others providing you with care. Others may also need to use records about you to:
  • check the quality of care (clinical audit), protect the health of the public, keep track of NHS spending, manage the health service, help investigate any concerns or complaints you or your family have about your health care, teach health workers and help with research. Some information will be held centrally to be used for statistical purposes. In these instances, we take strict measures to ensure that individual patients cannot be identified. We use anonymous information, wherever possible, but on occasions we may use personally confidential information for essential NHS purposes such as research and auditing. However, this information will only be used with your consent, unless the law requires us to pass on the information.

The Legal Part

You have a right to privacy under the General Data Protection Regulation 2016 (GDPR) and the data protection act. The practice needs your personal, sensitive and confidential data in order to perform our statutory health duties, in the public interest or in the exercise of official authority vested in the controller in compliance with article 6 (e) of the GDPR and for the purposes of preventative 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 in compliance with Article 9 (h) of the GDPR.

You have the right to ask for a copy of all records about you. Your request should be made to the practice holding your information. We are required to respond to you within 1 month. You will need to give adequate information, for example full name, address, date of birth, NHS number etc.

To access your record contact

If you think anything is inaccurate or incorrect, please inform the practice as soon as possible.

The practice data protection officer is Paul Couldrey, PCIG Consulting Ltd.

How we keep your records confidential

Everyone working for the NHS has a legal duty to keep information about you confidential. We have a duty to:

  • Maintain full and accurate records of the care we provide to you.
  • keep records about you confidential, secure and accurate
  • provide information in a format that is accessible to you (i.e. in large type if you are partially sighted)

We will not share information that identifies you for any reason, unless:

  • you ask us to do so
  • we ask, and you give us specific permission
  • we must do this by law
  • we have special permission for health or research purposes or
  • we have special permission because the interests of the public are thought to be of greater importance than your confidentiality
  • Our guiding principle is that we are holding your records in strict confidence.

Who are our partner organisations?

We may share information with the following main partner organisations:

  • NHS England
  • Our commissioners
  • NHS Trusts, Organisation (hospitals, CCGs)
  • Ambulance services
  • Social Services

We may also share your information, with your consent and subject to strict sharing protocols about how it will be used, with

  • education services
  • local authorities
  • voluntary sector providers
  • private sector

Anyone who receives information from us also has a legal duty to:

Keep it confidential!

If you believe the trust has breached any of your data protection rights you have a right to complain to the UK supervisory authority as below:

Information Commissioner, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Tel 01625 545745

NHS Constitution

The NHS is founded on a common set of principles and values that bind together the communities and people it serves – patients and public – and the staff who work for it.


This Constitution establishes the principles and values of the NHS in England.


It sets out rights to which patients, public and staff are entitled, and pledges which the NHS is committed to achieve, together with responsibilities which the public, patients and staff owe to one another to ensure that the NHS operates fairly and effectively.


All NHS bodies and private and third sector providers supplying NHS services are required by law to take account of this Constitution in their decisions and actions.


The Constitution will be renewed every 10 years, with the involvement of the public, patients and staff.

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