Privacy / Transparency Notice
In response to receiving a completed Processing Activities Log which Staithe Surgery has confirmed is an accurate and complete record of processing carried out by the practice, the following suggested Privacy / Transparency Notice has been drafted.
It is intended to satisfy all the requirements for privacy notices listed by the Information Commissioner and set out below.
Staithe Surgery and Your Information
Staithe Surgery takes your privacy very seriously. We are registered with the Information Commissioner’s Office as a Data Controller and our registration number is Z7639439.
If you have any questions or wish to make a request in relation to your information, please contact us at:
Lower Staithe Road
Emma Cooper, Data Protection Officer
Staithe Surgery aims to provide you with the highest quality 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.
Your doctor and other health professionals caring for you, such as nurses or physiotherapists, keep records about your health and treatment so that they are able to provide you with the best possible care.
These records are called your ‘health care record’ and may be stored in paper form or on computer and electronic systems and may include Personal Data such as basic details about you, including address, date of birth, NHS number, and next of kin as well as Sensitive Personal Data.
Sensitive Personal Data includes:
- contact we have had with you, such as clinical visits
- notes and reports about your health
- details and records about your treatment and care
- results of x-rays, laboratory tests etc.
Healthcare providers are permitted to collect, store, use and share this information under Data Protection Legislation which has a specific section related to healthcare information.
What do we do with your information?
- Refer you to other healthcare providers when you need other service or tests
- Share samples with laboratories for testing (like blood samples)
- Share test results with hospitals or community services (like blood test results)
- Allow out of hours or extended hours GPs to look at your health record when you are going to an appointment
- Send prescriptions to a pharmacy
- Patients are texted in relation to healthcare services
- Samples are provided to the courier for delivery to pathology
- Share reports with the coroner
- Receive reports of appointments you have attended elsewhere such as with the community nurse or if you have had a stay in hospital
See below Appendix to see a list of the partners that we usually share with.
What else do we do with your information?
Along with activities related directly to your care, we also use information in ways which allow us to check that care is safe and provide data for the improvement and planning of services.
- Quality / payment / performance reports are provided to service commissioners
- As part of clinical research – information that identifies you will be removed, unless you have consented to being identified
- Undertaking clinical audits within the practice
- Supporting staff training
Sharing when Required by Law
Sometimes we will be required by law to share your information and will not always be able to discuss this with you directly.
Examples might be for the purposes of detection or prevention of crime, where it is in the wider public interest, to safeguard children or vulnerable adults, reporting infectious diseases or where required by court order.
Care Quality Commission Access to Health Records
CQC has powers under the Health and Social Care Act 2008 to access and use your health information where it is necessary to carry out their functions as a regulator.
This means that inspectors may ask to look at certain records to decide whether we are providing safe, good quality care.
More information about the CQC can be obtained on their website https://www.cqc.org.uk/about-us/our-policies/privacy-statement
Information Access and Rights
Data protection law provides you with a number of rights that the practice is committed to supporting you with:
Right to Access
You have the right to obtain:
- confirmation that your information is being used, stored or shared by the practice
- a copy of information held about you
If you only require a particular part of your record, tell us and this may mean we can respond quicker.
We will respond to your request within one month of receipt or will tell you when it might take longer, although are required to validate your identity including the identity of someone making a request on your behalf.
Right to Object or Withdrawn Consent
We mainly use, store and share your information because we are permitted in order to deliver your healthcare but you do have a right to object to us doing this.
Where we are using, storing and sharing your information based on explicit consent you have provided, you have a right to withdraw that consent at any time.
Our Data Protection Officer will be happy to speak with you about any concerns you have.
Right to Correction
If information about you is incorrect, you are entitled to request that we correct it.
There may be occasions, where we are required by law to maintain the original information – our Data Protection Officer will talk to you about this and you may request that the information is not used during this time.
We will respond to your request within one month of receipt or will tell you when it might take longer.
You also have the right to make complaints and request investigations into the way your information is used. Please contact our Data Protection Officer or visit the link below for more information.
For more detailed information on your rights visit:
Sometimes your information will be used to identify whether you need particular support from us.
Those involved in your care might look at particular ‘indicators’ (such as particular conditions) and contact you or take action for healthcare purposes. For example, this might be to prevent you from having to visit accident and emergency by supporting you in your own home or in the community.
We will use automated technology to help us to identify people that might require support but ultimately, the decision about how or whether to provide extra support you is made by those involved in your care.
Our Data Protection Officer will be happy to speak to you about this if you have concerns or objections.
The practice will use third parties to provide services that involve your information such as:
- Removal and destruction of confidential waste
- Provision of clinical systems
- Provision of connectively and servers
Data analytics or warehousing (these allow us to make decisions about care or see how effectively the practice is run – personal data will never be sold or made available to organisations not related to your care delivery).
We have contracts in place with these third parties that prevent them from using it in any other way that instructed. These contracts also require them to maintain good standards of security to ensure your confidentiality.
Please visit Appendix A below to find out more about our sharing partners and providers.
How do we Protect your Information?
We are committed to ensuring the security and confidentiality of your information. There are a number of ways we do this:
- Staff receive annual training about protecting and using personal data
- Policies are in place for staff to follow and are regularly reviewed
- We check that only the minimum amount of data is shared or accessed
- We use ‘smartcards’ to access systems, this helps to ensure that the right people are accessing data – people with a ‘need to know’
- We use encrypted emails and storage which would make it difficult for someone to ‘intercept’ your information
- We report and manage incidents to make sure we learn from them and improve
- We put in place contracts that require providers and suppliers to protect your data as well
- We do not send your data outside of the EEA
How Long Do We Keep Your Information?
In line with the Department of Health Code, we will retain / store your health record for your lifetime. When a patient dies, we will review the record and generally it will be destroyed 10 years later, unless there is a reason to keep it for longer.
If you move away or register with another practice, we will send your records to the new practice.
Appendix A – Staithe Surgery Routine Sharing Partners
For further information on how we look after data at Staithe Surgery, please see below links to some short YouTube links:
What We Do With Your Information