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GDPR / Data Protection

How We Use Your Information

The healthcare professionals who provide you with care maintain records about your health and any treatment or care you have received previously (e.g. NHS Trusts, GP Surgery, Walk-in Clinic etc).  These records help to provide you with the best possible healthcare.

Records may be held in electronic or manual (written down) format and may include the following information:

  • Details about you, such as address and next of kin
  • 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 and know you well.

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 for clinical audit to monitor the quality of the service provided.  Where we do this, we take strict measures to ensure that individual patients cannot be identified.

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 endeavour to gain your consent before releasing the information.

Should have any any concerns about how your information is managed at the surgery please contact the Practice Manager to discuss how the disclosure of your personal information can be limited.

How do we maintain the confidentiality of your records 

Every member of staff who works for an NHS organisation has a legal obligations to keep information about you confidential.  Anyone who receives information from an NHS organisation has a legal duty to keep it confidential.

We maintain our duty of confidentiality to you at all times.  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 (ie. life or death situations) or where the law requires information to be passed on.

Who are 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
  • Independent Contractors such as dentists, opticians, pharmacists
  • Private Sector Providers
  • Voluntary Sector Providers
  • Ambulance Trusts
  • Clinical Commissioning Groups
  • Social Care Services
  • Local Authorities
  • Education Services
  • Fire and Rescue Services
  • Police
  • Other "data processors"

Collecting GP data for COVID-19 planning and research purposes

Data is being collected from GP practices for planning and research into COVID-19, on the request of the British Medical Association and the Royal College of General Practitioners.  Data will only be made available in response to appropriate requests from data applicants who need it for coronavirus purposes including improving care, disease monitoring, planning and research. More information on how to request this data can be found on the NHS Digital GPES data for pandemic planning and research webpage. 

Please click on the link below for more information:

Access to your Information

You have a right under the Data Protection Act 1988 to access/view what information the surgery holds about you and to have it amended or removed should it be inaccurate.  This is known as 'the right of subject access' ("SAR").  

To make a SAR, you will need to make your request in writing to The Pump House Surgery (address your letter to the Practice Manager).  Alternatively you can complete the dedicated SAR form available by clicking the link below:

Subject Access Request "SAR"

We will need your name, address, DOB and ideally an up to date contact telephone number.

You do not have to give a reason for applying for access to your health records.  However, to save the NHS valuable time and resources, it would be helpful if you would inform us if you do not need access to your entire health record, of the periods and parts of your health records that you require, along with details which you may feel have relevance (e.g. consultant name, location, diagnosis).

There is no fee for making a SAR, but if manifestly unfounded or excessive, particularly if it is repetitive, a fee can be charged.  You should receive a reply to your request within 1 calendar month.  

You should also be aware that in certain circumstances your right to see some details in your health records may be limited in your own interest or for other reasons (e.g. to protect the privacy of third parties).  You also have the right to have information explained to you where necessary (e.g. medical abbreviations).

We will provide you with information by default as a single .PDF file placed on an encrypted CD ROM which can be accessed easily on most computers.  Using this method saves a lot of time and paper.  If however you require paper copies, we can still do this but it may take longer.

Please click on the link below for further information:

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