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Privacy Notice (Data Protection)

This privacy notice explains why Stokewood Surgery Partnership collects information about you, how we keep it safe and confidential and how that information may be used.

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.

We collect and hold data for the sole purpose of providing healthcare services to our patients. In carrying out this role we may collect information about you which helps us respond to your queries or secure specialist services. We may keep your information in written form and/or in digital form. 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 information such as outcomes of needs assessments.

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 or elsewhere (e.g. NHS Hospital Trust, other GP Surgery, Out of Hours GP Centre, A&E, Walk-in clinic, etc.). These records help to provide you with the best possible healthcare.

Records which we may hold about you may include the following:

    • Details about you, such as your address and next of kin, emergency contacts
    • Your home telephone number, mobile phone number, email address
    • Any contact the surgery has had with you, such as appointments, clinic visits, immunisations, emergency appointments, etc.
    • Notes and reports about your health, 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

 How we keep your information confidential and safe

All your GP NHS health records are kept electronically. Our GP records database is hosted by EMIS Health Ltd, who is acting as a data processor, and all information is stored on their secure servers in Leeds, is protected by appropriate security, and access is restricted to authorised personnel. We also make sure that 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 only email you, or use your mobile number to text you, regarding matters of medical care, such as appointment reminders and (if appropriate) test results.

Unless you have separately given us your explicit consent, we will not email you for non-medical matters (such as surgery newsletters and other information).

We maintain our duty of confidentiality to you always. 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), or where the law requires information to be passed on.

How we use information about you

Confidential patient data will be shared within the healthcare team at the practice, including nursing staff, admin staff, secretaries and receptionists, and with other healthcare professionals to whom a patient is referred. Those individuals have a professional and contractual duty of confidentiality.

Data Processors

Stokewood surgery partnership uses data processors to perform certain administrative tasks for us, particularly where these involve large numbers of patients.

Referrals for specific health care purposes

We sometimes provide your information to other organisations for them to provide you with medical services. We will always inform you of such a referral and you always have the right not to be referred in this way. These include:

    • Referrals for home oxygen services (“HOOF”)
    • Referrals to Community Diabetic Service (“CDS”)
    • Referrals for Diabetes Eye Screening (DRS)
    • Referrals for Pre-diabetes advice (“Healthier You”)

Data Sharing Schemes

A number of data sharing schemes are active locally, enabling healthcare professionals outside of the surgery to view information from your GP record, with your explicit consent, should that need arise. These schemes are as follows:

    • The National Summary Care Record (SCR)
    • The Hampshire Health Record (HHR, or CHIE)
    • EMIS Web data streaming (A&E and GP out of hours)
    • Remote Consultations (GP out of hours)
    • Adastra Web Access (GP out of hours)
    • SCAS (South Coast Ambulance service)
    • Southern Health Foundation Trust (Community Care Teams)

Details of these schemes, and of your right to opt-out of any or all of them, can be found on our web site or in our “Your Medical Records” booklet in the surgery.

Mandatory disclosures of information

We are sometimes legally obliged to disclose information about patients to relevant authorities. In these circumstances the minimum identifiable information that is essential to serve that legal purpose will be disclosed.

That organisation will also have a professional and contractual duty of confidentiality. Data will be anonymised if at all possible before disclosure if this would serve the purpose for which the data is required. Organisations that we are sometimes obliged to release information to include:

NHS Digital (e.g. the National Diabetes Audit)

    • CQC

      • GMC
      • HMRC
      • NHS Counter Fraud
      • Police

      • The Courts
      • Public Health England
      • Local Authorities (Social Services)
      • The Health Service Ombudsman

    Permissive disclosures of information

    Only with your explicit consent, Stokewood Surgery Partnership can release information about you, from your GP record, to relevant organisations. These may include:

    Your employer

      • Insurance companies
      • Solicitors
      • Local Authorities
      • Police

    Accessing your information on other databases

    Stokewood Surgery Partnership can access certain medical information about you, when relevant or necessary, that is held on other databases (i.e. under the control of another data controller). These include NHS Digital’s Open Exeter database. Accessing such information would only be for your direct medical care.


    Stokewood Surgery Partnership undertakes accredited research projects and is registered with the Clinical Research Practice Datalink.

    For more than 25 years, hundreds of GP practices across the UK have contributed information in patient records to the CPRD to support medical research to improve patient and public health including:

      • Answering important questions about what causes illness and how to prevent and treat it
      • Monitoring the safety of vaccines and medicines
      • Understanding possible side effects of treatments in patients

    Only anonymised patient data is provided to researchers. Read more about how this anonymised data has been used for patient and public benefit by going to the

    Protecting your identity and confidentiality

    Your information is protected in the following ways:

      • You cannot be identified from the information sent to CPRD from GP practices. CPRD never receives any personal identifying details from your GP such as your name, address, NHS number or date of birth
      • CPRD only provides anonymised health data to researchers
      • Data can only be used for research to improve patient and public health
      • All research applications must be reviewed and approved by an expert independent scientific committee
      • CPRD is reviewed each year* to make sure its services meet ethical and legal requirements
      • Data is held securely by CPRD and researchers most follow strict terms and conditions when carrying out any research

    Opting out of data sharing with CRPD
    You have the right to opt out of anonymised information from your health records being used in medical research. If you do not want your GP practice to share information from your health record with CPRD, let your doctor know. Opting out of sharing your health records will not affect the direct care that you receive.

    Researchers and government regulators depend on the data collected by CPRD to safeguard public health and monitor drug safety. If large numbers of patients or particular types of patients choose not to share anonymised health information for research, the information in CPRD will not truly represent the UK population. This situation may lead to unreliable evidence from research aimed at answering important public health questions. 

    Your right to opt-out of sharing your information

    You have the right to opt-out (or object) to ways in which your information is shared, both for direct medical care purposes (such as the national NHS data sharing schemes), i.e. primary uses of your information, or for purposes other than your direct medical care – so-called secondary uses.

    Details of these purposes, and how you can opt out, can be found on our website or ask at reception.

    Accessing your own medical information

    You have the right to access your own GP record. Details of how to do this can be found on our web site or by asking at reception. You can also sign up to have secure online access to your electronic GP record. Again, details of how to do this can be found on our website or at reception.


    The Data Protection Act 1998 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:


    If you have concerns or are unhappy about any of our services, please contact the Practice Manager. Details of how to complain are on our website, or available in surgery.

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

    The Information Commissioner 
    Wycliffe House
    Water Lane
    Cheshire SK9 5AF

    Phone: 08456 30 60 60

    Further Information

    If you would like any further information about primary or secondary uses of your GP record, opting out, the NHS Databases, access to your medical record, confidentiality, or about any other aspect of NHS data sharing or your medical records, then please do contact the surgery’s Caldicott Guardian, Dr Richard Shelly, Senior Partner  or  Information Governance lead, Deborah Humphries, Practice Manager via our main telephone number 023 80692000 or email:

    Full Privacy Notice/Policy

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