Privacy Notice

To reduce your chances of catching COVID-19 and reduce pressure on your local GP practice during this busy time, appointments will be carried out over the phone or through video consultation, unless there is a clinical need for you to come into the practice. This will help minimise risk while continuing to ensure people get the care and advice they need.

How We Use Your Information

Medical confidentiality is the cornerstone of trust between doctor and patients and as such we ensure that your records are kept secure and confidential. For your direct care either from the practice or within the NHS hospital service we imply your consent to pass on relevant clinical information to other professional staff involved in your direct care.

Only when there is a legal basis for the transfer of data we may pass limited and relevant information to other NHS organisations to improve the efficient management of the NHS or to aid medical research.

If you wish to object to the use of your data for these secondary uses, please contact the practice manager with our Ask the Practice a Question form.

How The Grove Medical Centre Uses Your Information To Provide You With Healthcare

This practice keeps medical records confidential and complies with general data protection regulation. We hold your medical record so that we can provide you with safe care and treatment. We will also use your information so that this practice can check and review the quality of the care we provide. This helps us to improve our services to you.

We will share relevant information from your medical record with other health or social care staff or organisations when they provide you with care. For example, your GP will share information when they refer you to a specialist in a hospital. Or your GP will send details about your prescription to your chosen pharmacy.

Healthcare staff working in A&E and out of hours care will also have access to your information. For example, it is important that staff who are treating you in an emergency know if you have any allergic reactions. This will involve the use of your summary care record.

For more information on summary care records, please visit our summary care records page or speak to the practice.

You have the right to object to information being shared for your own care. Please speak to the practice if you wish to object. You also have the right to have any mistakes or errors corrected.

Other Information About How Your Data Is Used To Provide You With Healthcare

Registering for NHS care

  • All patients who receive NHS care are registered on a national database.
  • This database holds your name, address, date of birth and NHS number but it does not hold information about the care you receive.
  • The database is held by NHS digital: a national organisation which has legal responsibilities to collect NHS data.
  • The phone number for general enquires at NHS digital is 0300 303 5678.

Identifying Patients Who Might Be At Risk Of Certain Diseases

  • Your medical records will be searched by a computer programme so that we can identify patients who might be at high risk from certain diseases such as heart disease or unplanned admissions to hospital.
  • This means we can offer patients additional care or support as early as possible.
  • This process will involve linking information from your GP record with information from other health or social care services you have used.
  • Information which identifies you will only be seen by this practice.

Safeguarding

  • Sometimes we need to share information so that other people, including healthcare staff, children or others with safeguarding needs, are protected from risk of harm.
  • These circumstances are rare.
  • We do not need your consent or agreement to do this.

How We Handle Your Information

We are required by articles in the General Data Protection Regulations to provide you with the information in the following 9 subsections.

1) Data Controller Contact Details

The Grove medical centre,
Church Road,
Egham,
Surrey
TW20 9QN.

Call us on 01784 432 191.

2) Data Protection Officer Contact Details

Dr P Warwicker, Dr L Leach and Dr A Vasistha can be contacted on 01784 432 191 or 01784 433 159.

3) Purpose Of The Processing

  • 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).

4) Lawful Basis For Processing

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

Article 6(1)(e) ‘…necessary for the performance of a task carried out in the public interest or in the exercise of official authority…’

And

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 confidence.

5) Recipients Or Categories Of Recipients Of The Processed Data

The data will be shared with:

  • Healthcare professionals and staff in this surgery.
  • Local hospitals.
  • Out of hours services.
  • Diagnostic and treatment centres.
  • Other organisations involved in the provision of direct care to individual patients.

6) Rights To Object

  • 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.
  • 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 who can be contacted by email on mash@surreycc.gov.uk or by telephone at 03004 709 100.

7) Right To Access And Correct

  • You have the right to access your medical record and have any errors or mistakes corrected. Please speak to the practice manager for more information.
  • 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 then contact us if you hold a different view.

8) Retention Period

GP medical records will be kept in line with the law and national guidance. Information on how long records are kept can be found in the NHS Records Management Code of Practice. Alternatively, you can contact the practice.

9) Right To Complain

You have the right to complain to the information commissioner’s office. If you wish to complain please visit www.ico.org.uk/global/contact-us or call the ICO helpline on 03031 231 113.

Data We Get From Other Organisations

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.