Privacy Statement Policy

Your information, what you need to know

This privacy notice explains why we collect information about you, how that information may be used, how we keep it safe and confidential and what your rights are in relation to this.

Why we collect information about you


Health care professionals who provide you with care are required by law to maintain records about your health and any treatment or care you have received within any NHS organisation. These records help to provide you with the best possible healthcare and help us to protect your safety.

We collect and hold data for providing healthcare services to our patients and running our organisation which includes monitoring the quality of care that we provide. In carrying out this role we may collect information about you which helps us respond to your queries or secure specialist services.

The records may include basic details about you, such as your name and address. They may also contain more sensitive information about your health and also information such as outcomes of needs assessments. We may keep your information in written form and/or in digital form.


As employers we are required to keep records about your employment to ensure we meet our legal responsibilities for example to ensure all employees have the right to work in the UK and to enable the development of a comprehensive understanding our workforce and how it is deployed to support our business functions.

We collect and hold data to:

  • Inform the development of HR policies
  • Support workforce planning
  • Make recruitment decisions
  • Enable staff to be paid and have the correct pension contributions deducted
  • Monitor timekeeping and attendance
  • Assess training needs and maintain training records
  • Implement disciplinary and grievance processes
  • Maintain up to date records to ensure effective correspondence and ensure that we can contact you or your next of kin in an emergency. For example your details are shared with the payroll company for calculation of salary and production of payslip and the bank to pay you.

The records may include basic details about you, such as your name and address. They may also contain more sensitive information about your health and disciplinary matters. We may keep your information in written form and/or in digital form.

Details we collect about you


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. from Hospitals, GP surgeries, A&E, etc.). These records help to provide you with the best possible healthcare.

Records which this GP practice may hold about you include the following:

  • Details about you, such as your address and next of kin
  • 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,
  • Relevant information from other health professionals, relatives or your carers
  • The practice may receive faxes and letters about your care (most frequently from hospitals and community services). These are scanned into your medical record and the originals are shredded using a confidential waste company.
  • Patients can email the practice ( These emails may be saved into your record if clinically relevant.  If not clinically relevant (e.g. a prescription request once actioned does not need to be added to your medical record) it will be deleted.

Patients and staff


Images are recorded to protect staff and practice property. It will not be used for any other purpose. Images from the CCTV system are securely stored and only authorised personnel may access them. The recorded images will only be retained long enough for any incident to come to light (e.g. for a theft to be noticed) and the incident to be investigated. Except for law enforcement bodies, images will not be provided to third parties.

Telephone Recording

All calls are recorded for training and quality purposes.  There is an announcement on the telephone system to alert anyone calling the surgery that calls may be recorded. Telephone calls are stored securely and only accessed by authorised personnel.

Cookies and IP addresses (accessing our website)

A cookie is a small text file that is downloaded onto a computer or smartphone when the user accesses a website. It allows the website to recognise that user’s device and store some information about the user’s preferences or past actions. We use these to monitor access to our website and tailor any developments based on usage and pages visited.

How we keep your information confidential and safe


Everyone working for our organisation is subject to the Common Law Duty of Confidentiality. Information provided in confidence will only be used for the purposes advised with consent given by the patient, unless there are other circumstances covered by the law. The NHS Digital Code of Practice on Confidential Information applies to all NHS staff and they are required to protect your information, inform you of how your information will be used, and allow you to decide if and how your information can be shared. All our staff are expected to make sure information is kept confidential and receive regular training on how to do this.

We maintain our duty of confidentiality to you at all times. We will only ever use or pass on information about you if we reasonably believe that 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 (such as a risk of serious harm to yourself or others) or where the law requires information to be passed on.

Patients and staff

The records we use 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. Your records are backed up securely in line with NHS standard procedures. We ensure that the information we hold is kept in secure locations, is protected by appropriate security and access is restricted to authorised personnel.

We also make sure external data processors that support us are legally and contractually bound to operate and prove security arrangements are in place where data that could or does identify a person are processed.

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

  • Data Protection Act 2018
  • Human Rights Act
  • Common Law Duty of Confidentiality
  • NHS Codes of Confidentiality and Information Security
  • Health and Social Care Act 2015
  • And all applicable legislation

How we use your information


Improvements in information technology are also making it possible for us to share data with other healthcare organisations for providing you, your family and your community with better care. For example, it is possible for healthcare professionals in other services to access your record with your permission when the practice is closed. This is explained further in the Local Information Sharing section below.

Under the powers of the Health and Social Care Act 2015, NHS Digital can request personal confidential data from GP Practices without seeking patient consent for a number of specific purposes, which are set out in law. These purposes are explained below. Please also see for more information.

You may choose to withdraw your consent to personal data being shared for these purposes. When we are about to participate in a new data-sharing project we aim to display prominent notices in the Practice and on our website four weeks before the scheme is due to start.

Instructions will be provided to explain what you have to do to ‘opt-out’ of the new scheme. Please be aware that it may not be possible to opt out of one scheme and not others, so you may have to opt out of all the schemes if you do not wish your data to be shared. Please see right to withdraw consent section below.

You can object to your personal information being shared with other healthcare providers but should be aware that this may, in some instances, affect your care as important information about your health might not be available to healthcare staff in other organisations. If this limits the treatment that you can receive then the practice staff will explain this to you at the time you object.

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.

Child Health Information – CHIS

We wish to make sure that your child has the opportunity to have immunisations and health checks when they are due. We share information about childhood immunisations, the 6-8 week new baby check and breast-feeding status with NHS health visitors and school nurses, with the NWL Commissioning Support Unit, who provide the Child Health Information Service (CHIS) on behalf of NHS England.  Immunisation data is also inputted into the Open Exeter System which is shared with NHS England.

Clinical audit

Information may be used by the Integrated Care Board (ICB) for clinical audit to monitor the quality of the service provided to patients with long terms conditions. Some of this information may be held centrally and used for statistical purposes (e.g. the National Diabetes Audit). When this happens, strict measures are taken to ensure that individual patients cannot be identified from the data.

Clinical Research

Sometimes your information may be requested to be used for research purposes – we will always ask your permission before releasing your information for this purpose.

Urgent Care Plan (UCP) – previously Co-ordinate My Care (CMC)

UCP (previously CMC) is a platform which gives patients an opportunity to express their wishes about how and where they are treated. It enables all healthcare professionals to offer more personalised medical care, with full respect to each patient’s preferences.


As part of the response to the Covid-19 pandemic the secretary of state has issued a general legal notice to allow practices to share patient data to support planning and research for Covid-19.  Further information about this can be found here. This is supported by The England General Practitioners Committee (GPC England), the British Medical Association (BMA) and the Royal College of General Practitioners (RCGP).

Electronic Prescribing Service (EPS)

We share information about your medications with your pharmacy when you inform us of your usual pharmacy.  This allows your repeat medication prescription to be sent securely to your preferred pharmacy so that you do not need to attend the surgery to collect your prescription.

Enhanced Data Sharing Module

Yeading Medical Centre uses TPP SystmOne and this allows you to choose whether other health and care providers can access your information to help provide you with care. We have drawn up an “allowed list” of local organisations with whom we can share your data (when you register for their services and give them verbal permission to provide your care through a TPP clinical system). See the link below under who are our partner organisations.

Organisations outside of this allowed group who use the same software will require formal documented permission to see your records. Your GP system will send you an SMS or email which you can give to the organisation asking for access which will formally validate your consent.

It is possible for you to set your own specific permissions (as distinct from the allowed list we have provided). More information about this, and how to do so, can be found here.

GP Connect

During the coronavirus pandemic, authorised staff such as GPs, practice staff and NHS 111 clinicians, will be able to access the GP records of the patients they are treating via a secure NHS digital service called GP connect.  The NHS 111 service will be able to book appointments for patients at GP practices and other local services. You will normally be asked for your explicit permission at the point of care before anyone other than your GP practice can look at your GP record.  The only circumstances where your permission would not be sought is where it is a genuine emergency and you cannot give permission (for example you are unconscious).

Further information can be found here:

Improving Diabetes Care and long-term condition management

We share information about patients with diabetes with the Diabetic Retinopathy Screening Service (DRSS) to ensure that all diabetic patients receive annual screening.

Information that does not identify individual patients is used to enable focussed discussions to take place at practice-led long term condition management review meetings between health care professionals. This enables the professionals to improve the management and support of these patients.

Individual Funding Request

An ‘Individual Funding Request’ is a request made on your behalf, with your consent, by a clinician, for funding of specialised healthcare which falls outside the range of services and treatments that ICB/CCG has agreed to commission for the local population. An Individual Funding Request is taken under consideration when a case can be set out by a patient’s clinician that there are exceptional clinical circumstances which make the patient’s case different from other patients with the same condition who are at the same stage of their disease, or when the request is for a treatment that is regarded as new or experimental and where there are no other similar patients who would benefit from this treatment. A detailed response, including the criteria considered in arriving at the decision, will be provided to the patient’s clinician.

Invoice Validation

Invoice validation is an important process. It involves using your NHS number to check which ICB/CCG is responsible for paying for your treatment. Section 251 of the NHS Act 2006 provides a statutory legal basis to process data for invoice validation purposes. We can also use your NHS number to check whether your care has been funded through specialist commissioning, which NHS England will pay for. The process makes sure that the organisations providing your care are paid correctly.

accuRx / MJOG

We use text messaging platforms called accuRx / MJOG to send text messages regarding health campaigns and screening and to ask for feedback about our services.

National Fraud Initiative – Cabinet Office

The use of data by the Cabinet Office for data matching is carried out with statutory authority under Part 6 of the Local Audit and Accountability Act 2014. It does not require the consent of the individuals concerned under the Data Protection Act 2018. Data matching by the Cabinet Office is subject to a Code of Practice. For further information see:

National Registries

National Registries (such as the Learning Disabilities Register) have statutory permission under Section 251 of the NHS Act 2006, to collect and hold service user identifiable information without the need to seek informed consent from each individual service user.

NHS Digital

The NHS needs data about the patients it treats in order to plan and deliver its services and to ensure that care and treatment provided is safe and effective.  The General Practice Data collection for planning and research will help the NHS to improve health and care services for everyone by collecting patient data that can be used to so this.  We have agreed to share the patient data we look after in our practice with NHS Digital who will securely store, analyse, publish and share this patient data to improve health and care services for everyone.  This includes:

  • Informing and developing health and social care policy
  • Planning and commissioning health and care services
  • Taking steps to protect public health including managing and monitoring the covid pandemic
  • In exceptional circumstances, providing you with individual care
  • Enabling healthcare and scientific research

This means that we can get on with looking after our patients and NHS Digital can provide controlled access to patient data to the NHS and other organisations who need to use it to improve health and care for everyone.

Contributing to research projects will benefit us all as better and safer treatments are introduced more quickly and effectively without compromising your privacy and confidentiality.

This data will be shared from 1 July 2021. Data may be shared from the GP medical records about:

  • any living patient registered at a GP practice in England when the collection started – this includes children and adults
  • any patient who died after this data sharing started, and was previously registered at a GP practice in England when the data collection started

We will not share your name or where you live. Any other data that could directly identify you, for example your NHS number, General Practice Local Patient Number, full postcode and date of birth, is replaced with unique codes which are produced by de-identification software before the data is shared with NHS Digital.

NHS Digital has engaged with the British Medical Association (BMA)Royal College of GPs (RCGP) and the National Data Guardian (NDG) to ensure relevant safeguards are in place for patients and GP practices.

The full privacy notice can be found here: NHS Digital Privacy Notice

Opting out

If you don’t want your identifiable patient data to be shared for purposes except for your own care, you can opt-out by registering a Type 1 Opt-out or a National Data Opt-out, or both. These opt-outs are different and they are explained in more detail here. Your individual care will not be affected if you opt out using either option.

Patients can opt out of sharing their data held at the practice (type 1 Opt out) by filling in the attached form: Type 1 Opt-out Form and emailing it to the surgery

Patients can also opt out of sharing their data held by NHS digital on the Your data matters website:

NHS England and Open Exeter

NHS England has a legal duty to keep a list of all patients registered with GP Practices in England. This list is held in the National Health Application and Infrastructure Services (NHAIS) systems.  These systems also hold data about patients registered with GPs in Wales and the Isle of Man. NHS Digital, and other service agencies around the country manage these systems on behalf of NHS England.

The data are used to provide Primary Care Support Services. NHS England has a contract with Capita Business Services Ltd, operating as Primary Care Support England to provide these services which include:

  • Moving paper patient records between practices and into storage when patients leave or move practices
  • Storing paper records of unregistered and deceased patients
  • Sending letters to patient to inform them of their NHS number when one is first allocated
  • Providing the cervical cytology call and recall administrative service on behalf of Public Health England
  • delivering prior notification lists of patients eligible for screening to GPs
  • processing new patient registrations and de-registrations at GP practices to maintain accurate lists of numbers of patients at GP Practices–
  • Making payments to NHS Ophthalmic practitioners for NHS services provided
  • Making payments to GP practices based on lists of registered patients, and specific payments for childhood vaccinations and immunisations
  • Writing to patients on behalf of Primary Care commissioners with regards to provision of primary care services or assignment to a GP Practice list.
  • Writing to patients when they have been removed from their GP Practice list
  • Conducting audits and reconciliations of GP Practice lists to ensure list sizes are accurate.

The data from the NHAIS list is used to update the Personal Demographics Service (PDS). This provides information for hospitals, Public Health England Cancer Screening Programmes, Child Health systems and other health providers making sure that they know their patients’ current GP Practice and can access other essential information such as the Summary Care Record.

NHS England Regional Local Teams (RLTs) and Clinical Commissioning Groups (CCGs) (where delegated) may also undertake necessary processing of a limited subset of these data (e.g. patient name, address, postcode and NHS number) for example when managing practice closures and list dispersals (the process used to allocate patients to neighbouring GP Practices). This processing is necessary to inform patients of their reregistration options and ‘Choice’ as required under the NHS Constitution.

Sources of the data:  The data are transferred automatically from GP practice systems in to the NHAIS systems. The data is also updated by Primary Care Support England after notifications from data subjects themselves.

The categories of personal data held on the systems are:

  • Name – including any previous names, unless name changes are the result of adoption, gender reassignment or witness protection schemes
  • Current and historic addresses and whether the address is a registered nursing home
  • Dates of Birth
  • Gender
  • Place of Birth
  • NHS number
  • Cervical Screening history
  • Special allocation scheme status
  • Current and Previous GP practice details
  • GPs’ Banking details

Categories of recipients:  Statistical information (numbers) produced from NHAIS systems is shared with other organisations to enable them to fulfil their statutory obligations, for example the Office of National Statistics, Public Health England and local authorities for their public health purposes. Personal data may also be shared with the approval of NHS England’s Caldicott Guardian when he is assured that confidentiality is respected, for example when hospitals need to update their records for direct care purposes or to support specific research projects with ethical and or Health Research Authority approval.

Legal basis for processing: For GDPR purposes NHS England’s basis for lawful processing is Article 6(1)(e) – ‘…exercise of official authority…’. For special categories (health) data the basis is Article 9(2)(h) – ‘…health or social care…’

For more details relating to patient information available to NHSE se their privacy notice:


Public Health

We share information about patients with Public Health England in relation to notifiable diseases (e.g. measles, salmonella), screening programmes (cervical cytology) and childhood immunisations.

Shred it

The practice uses shred it a document shredding service to securely dispose of confidential material

Risk Stratification

‘Risk stratification for case finding’ is a process for identifying and managing patients who have or may be at-risk of health conditions (such as diabetes) or who are most likely to need healthcare services (such as people with frailty). Risk stratification tools used in the NHS help determine a person’s risk of suffering a particular condition and enable us to focus on preventing ill health before it develops.

Information about you is collected from a number of sources including NHS Trusts, GP Federations and your GP Practice. A risk score is then arrived at through an analysis of your de-identified information. This can help us identify and offer you additional services to improve your health.

Risk-stratification data may also be used to improve local services and commission new services, where there is an identified need. In this area, risk stratification may be commissioned by the NWL Clinical Commissioning Group. Section 251 of the NHS Act 2006 provides a statutory legal basis to process data for risk stratification purposes. Further information about risk stratification is available from: /

If you do not wish information about you to be included in any risk stratification programmes, please let us know. We can add a code to your records that will stop your information from being used for this purpose. Please be aware that this may limit the ability of healthcare professionals to identify if you have or are at risk of developing certain serious health conditions.  Please see below for more information on how to withdraw consent.


To ensure that adult and child safeguarding matters are managed appropriately, access to identifiable information will be shared in some limited circumstances where it’s legally required for the safety of the individuals concerned.

Summary Care Record (SCR)

The NHS in England uses a national electronic record called the Summary Care Record (SCR) to support patient care. It contains key information from your GP record. Your SCR provides authorised healthcare staff with faster, secure access to essential information about you in an emergency or when you need unplanned care, where such information would otherwise be unavailable.

Summary Care Records are there to improve the safety and quality of your care. SCR core information comprises your allergies, adverse reactions and medications. An SCR with additional information can also include reasons for medication, vaccinations, significant diagnoses / problems, significant procedures, anticipatory care information and end of life care information. Additional information can only be added to your SCR with your agreement.

Please be aware that if you choose to opt-out of SCR, NHS healthcare staff caring for you outside of this surgery may not be aware of your current medications, allergies you suffer from and any bad reactions to medicines you have had, in order to treat you safely in an emergency. Your records will stay as they are now with information being shared by letter, email, fax or phone. If you wish to opt- out of having an SCR please return a completed opt-out form to the practice.

During the covid pandemic additional information is being added to the summary care record unless you have opted out of the summary care record.  This change will apply for the duration of the covid pandemic only.  The additional information includes significant medical history (past and present), reason for medication, anticipatory care information (such as information about the management of long term conditions), end of life care information, immunisations and any covid 19 related information e.g. suspected or confirmed diagnosis and shielding codes.

More information can be found here:

Supporting Medicines Management

NW London ICB/CCG uses pharmacist and prescribing advice services to support local GP practices with prescribing queries, which may require identifiable information to be shared. These pharmacists work with your usual GP to provide advice on medicines and prescribing queries, and review prescribing of medicines to ensure that it is appropriate for your needs, safe and cost-effective. Where specialist prescribing support is required, the CCG medicines management team may provide support relating to obtaining medications on behalf of your GP Practice to support your care.

Supporting Locally Commissioned Services

ICBs/CCGs support GP practices by auditing anonymised data to monitor locally commissioned services, measure prevalence and support data quality. The data does not include identifiable information and is used to support patient care and ensure providers are correctly paid for the services they provide.

Suspected Cancer

Data may be analysed in cases of suspected cancer by The Royal Marsden NHS TrustThe Royal Brompton HospitalImperial College Healthcare NHS Trust , Chelsea and Westminster Hospital NHS Foundation TrustLondon North West Healthcare NHS Trust and University College London Hospitals NHS Foundation Trust to facilitate the prevention, early diagnosis and management of illness. Measures are taken to ensure the data for analysis does not identify individual patients.

Data Retention

We manage patient records in line with the Records Management Code of Practice which sets the required standards of practice in the management of records for those who work within or under contract to NHS organisations in England, based on current legal requirements and professional best practice.

Our partner organisations

We may also have to share your information, subject to strict agreements on how it will be used, with the following organisations:

  • NHS Trusts
  • Specialist Trusts
  • GP Federations
  • Independent Contractors such as dentists, opticians, pharmacists
  • Private Health Sector Providers e.g. Bupa
  • Voluntary Sector Providers e.g. carers centre
  • Ambulance Trusts
  • Integrated Care Boards (ICBs) / Clinical Commissioning Groups (CCGs)
  • Local Authorities e.g. social services
  • Education Services e.g. school nurses
  • Fire and Rescue Services
  • Police
  • Other ‘data processors’

We will never share your information outside of health partner organisations without your explicit consent unless there are exceptional circumstances such as when the health or safety of others is at risk, where the law requires it or to carry out a statutory function.

Within the health partner organisations (NHS and Specialist Trusts) and in relation to the above mentioned themes – Risk Stratification, Invoice Validation, Supporting Medicines Management, Summary Care Record – we will assume you are happy to for your information to be shared unless you choose to opt-out (see below).

This means you will need to express an explicit wish to not have your information shared with the other organisations; otherwise it will be automatically shared. We are required by law to report certain information to the appropriate authorities. This is only provided after formal permission has been given by a qualified health professional. There are occasions when we must pass on information, such as notification of new births, where we encounter infectious diseases which may endanger the safety of others, such as meningitis or measles (but not HIV/AIDS), and where a formal court order has been issued. Our guiding principle is that we are holding your records in strictest confidence.

Right to withdraw consent to share personal information (Opt- Out)


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 do not want your information to be used for any purpose beyond providing your care you can choose to opt-out. If you wish to do so, please let us know so we can code your record appropriately. We will respect your decision if you do not wish your information to be used for any purpose other than your care but in some circumstances we may still be legally required to disclose your data.

There are two main types of opt-out.

Type 1 Opt-Out

If you do not want information that identifies you to be shared outside the practice, for purposes beyond your direct care, you can register a ‘Type 1 Opt-Out’This prevents your personal confidential information from being used other than in particular circumstances required by law, such as a public health emergency like an outbreak of a pandemic disease. This Type 1 Opt-out Form can be downloaded and sent to the practice.

National Data Opt-Out

NHS Digital have created an opt-out system named the National Data Opt-Out which allows individuals to opt-out of their information being used for planning and research purposes. From 25 May 2018, NHS Digital has had to apply this opt-out for all their data flows, and from 2020 all health and care organisations will have to ensure the opt-out is respected. Individuals who previously opted out with a ‘Type 2’ objection will not have to do anything as you will be automatically be opted out.

If you wish to apply the National Opt-Out, please go to NHS Digitals website here


Access to your information

Under the Data Protection Act 2018 everybody has the right to see, or have a copy, of data we hold that can identify you, with some exceptions. You do not need to give a reason to see your data. If you want to access your data you must make the request in writing or speak to a member of the Practice staff. Under special circumstances, some information may be withheld.

If you wish to have a copy of the information we hold about you, please email the Practice Manager at



You have the following rights in relation to the personal data we hold on you:

  • The right to be informed about the data we hold on you and what we do with it
  • The right of access to the data we hold on you
  • The right for any inaccuracies in the date we hold on you, however they come to light to be corrected. This is also known as “rectification”
  • The right to have data deleted in certain circumstances. This is also known as “erasure”
  • The right to restrict the processing of data.
  • The right to transfer the data we hold on you to another party. This is also known as “portability”

If you wish to exercise any of these rights please speak to the Practice Manager


Access to your information

Patients and staff

Under the Data Protection Act 2018 everybody has the right to see, or have a copy, of data we hold that can identify you, with some exceptions. You do not need to give a reason to see your data. If you want to access your data you must make the request in writing. Under special circumstances, some information may be withheld.

If you wish to have a copy of the information we hold about you, please contact, the Practice Manager

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 are incorrect in order for this to be amended. Please inform us of any changes so our records for you are accurate and up to date.


Please let your line manager know if there are any changes to your details so that our records for you are accurate and up to date.

Mobile telephone number


If you provide us with your mobile phone number we may use this to send you reminders about your appointments or other health screening information. Please let us know if you do not wish to receive reminders on your mobile.


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.

We are registered as a data controller and our registration can be viewed online in the public register at:

Any changes to this notice will be published on our website and in a prominent area at the Practice.


If you have concerns or are unhappy about any of our services, please contact the Practice Manager, or email

For independent advice about data protection, privacy and data-sharing issues, you can contact:

Phone: 0303 123 1113Website:


The Information Commissioner

Wycliffe House

Water Lane

Wilmslow Cheshire SK9 5AF


Information we are required to provide you

Data Controller contact details  Yeading Medical Centre, 18 Hughenden Gardens, Northolt UB5 6LD
Data Protection Officer contact details
Purpose of the processing for the provision of your healthcare ·         To give direct health or social care to individual patients.

·         For example, when a patient agrees to a referral for direct care, such as to a hospital, relevant information about the patient will be shared with the other healthcare staff to enable them to give appropriate advice, investigations, treatments and/or care.


·         To check and review the quality of care. (This is called audit and clinical governance).

Purpose of the processing for the provision of your employment ·         to enable the development of a comprehensive understanding our workforce and how it is deployed to support our business functions·         To inform the development of recruitment and retention policies

·         To enable individuals to be paid and have the correct pension contributions deducted

·         To carry out checks in relation to the right to work in the UK

·         To make reasonable adjustments for disabled employees

·         To make recruitment decisions and make decisions about salaries and other benefits

·         To monitor conduct such as timekeeping, attendance and performance

·         To maintain up to date records to ensure effective correspondence and ensure that we can contact employee or next of kin in an emergency

·         To implement disciplinary and grievance procedures

·         To assess training needs and maintain training records


Lawful basis for processing for the provision of your healthcare








These purposes are supported under the following sections of the GDPR: 

Article 6(1)(c) ‘…processing is necessary for compliance with a legal obligation to which the controller is subject;


Article 9(2)(h) ‘necessary 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…” 


Healthcare staff will also respect and comply with their obligations under the common law duty of confidentiality.

Purpose of the processing for medical research and to measure quality of care Medical research and to check the quality of care which is given to patients (this is called national clinical audit).
Lawful basis for processingfor employees


These purposes are supported under the following sections of the GDPR:Article 6 (1)(b) processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
Lawful basis for processing for medical research and to measure the quality of care The following sections of the GDPR mean that we can use medical records for research and to check the quality of care (national clinical audits)

Article 6(1)(c) – ‘processing is necessary for compliance with a legal obligation to which the controller is subject…’


For medical research: there are two possible conditions.



Article 9(2)(a) – ‘the data subject has given explicit consent…’


Article 9(2)(j) – ‘processing is necessary for… scientific or historical research purposes or statistical purposes in accordance with Article 89(1) based on Union or Member States law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and interests of the data subject’.


To check the quality of care (clinical audit):

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…’


Purpose of the processing to meet legal requirements Compliance with legal obligations or court order.
Lawful basis for processing to meet legal requirements These purposes are supported under the following sections of the GDPR: 

Article 6(1)(c) – ‘processing is necessary for compliance with a legal obligation to which the controller is subject…’


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…’

Purpose of the processing for National screening programmes ·         The NHS provides several national health screening programmes to detect diseases or conditions early such as cervical and breast cancer, aortic aneurysm and diabetes.

·         The information is shared so that the correct people are invited for screening. This means those who are most at risk can be offered treatment.

Lawful basis for processingfor National screening programmes


The following sections of the GDPR allow us to contact patients for screening.

Article 6(1)(c) – ‘processing is necessary for compliance with a legal obligation to which the controller is subject…’


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…’



Rights to object for patients ·         You have the right to object to information being shared between those who are providing you with direct care. This may affect the care you receive – please speak to the Practice Manager.·         You are not able to object to your name, address and other demographic information being sent to NHS Digital. This is necessary if you wish to be registered to receive NHS care.

·         You are not able to object when information is legitimately shared for safeguarding reasons. In appropriate circumstances it is a legal and professional requirement to share information for safeguarding reasons. This is to protect people from harm. The information will be shared with the local safeguarding service: Ealing Social Services, Perceval House, 14-16 Uxbridge Road, Ealing, W5 2HL, 020 8825 8000


Rights to object for staff ·         You have the right to object to the processing of your personal data in certain circumstances.  Please speak to the Practice Manager
Right to access and correct for patients ·         You have the right to access your medical record and have any errors or mistakes corrected. Please speak to the Practice Manager

  • We are not aware of any circumstances in which you will have the right to delete correct information from your medical record; although you are free to obtain your own legal advice if you believe there is no lawful purpose for which we hold the information and contact us if you hold a different view.


Right to access and correct for staff ·         You have the right to access your HR record and have any errors or mistakes corrected. Please speak to the Practice Manager
Retention period for patients GP medical records will be kept in line with the law and national guidance. Information on how long records are kept can be found at: speak to the Practice Manager


Retention period for staff  HR records will be kept in line with the law and national guidance. Information on how long records are kept can be found at: speak to the Practice Manager.


Right to complain for patients and staff You have the right to complain to the Information Commissioner’s Office. You may follow this link or call the helpline 0303 123 1113
Data we get from other organisations for patients We receive information about your health from other organisations who are involved in providing you with health and social care. For example, if you go to hospital for treatment or an operation the hospital will send us a letter to let us know what happens. This means your GP medical record is kept up-to date when you receive care from other parts of the health service.



Further Information

Further information about the way in which the NHS uses personal information and your rights in that respect can be found at the links below.

The NHS Care Record Guarantee

The NHS Care Record Guarantee for England sets out the rules that govern how patient information is used in the NHS, what control the patient can have over this, the rights individuals have to request copies of their data and how data is protected under the Data Protection Act 2018.

The NHS Constitution

The NHS Constitution establishes the principles and values of the NHS in England. It sets out the rights patients, the public and staff are entitled to. These rights cover how patients access health services, the quality of care you’ll receive, the treatments and programmes available to you, confidentiality, information and your right to complain if things go wrong.

Reviews of and Changes to our Privacy Notice

We will keep our Privacy Notice under regular review. This notice was last reviewed in June 2022