We understand how important it is to keep your personal information safe and secure and we take this very seriously. We have taken steps to make sure your personal information is looked after in the best possible way, and we review this regularly.
Please read this privacy notice (‘Privacy Notice’) carefully, as it contains important information about how we use the personal and healthcare information we collect on your behalf.
Why we are providing this privacy notice.
We are required to provide you with this Privacy Notice by Law. It explains how we use the personal and healthcare information we collect, store and hold about you. If you are unclear about how we process or use your personal and healthcare information, or you have any questions about this Privacy Notice or any other issue regarding your personal and healthcare information, then please do contact our Data Protection Officer (details below).
The Law says: We must let you know why we collect personal and healthcare information about you; We must let you know how we use any personal and/or healthcare information we hold on you; We need to inform you in respect of what we do with it; We need to tell you about who we share it with or pass it on to and why; and We need to let you know how long we can keep it for.
The Data Protection Officer
The Data Protection Officer is available remotely at NHS Arden and Greater East Midlands Commissioning Support Unit; Telephone 0121 6110730; email: [email protected] Please contact Walnut Tree Surgery if you require:
Further information about this notice.
More information about your rights as a patient.
Require access to your information or if you wish to make a change to your information.
If you wish to make a complaint about anything to do with the personal and healthcare information, we hold about you; Or any other query relating to this Policy and your rights as a patient. You can contact the surgery by either email; [email protected] or by post.
About us
We, at Walnut Tree Surgery (‘the Surgery’) situated at 14 Carlton Road, Southampton SO14 2HQ are Data Controllers of your information. This means we are responsible for collecting, storing and handling your personal and healthcare information when you register with us as a patient. The purposes for which we use your information are set out in this Privacy Notice.
Information we collect from you.
The information we collect from you will include: Your contact details (such as your name and email address, including place of work and work contact details); Details and contact numbers of your next of kin; Your age range, gender, ethnicity; Details in relation to your medical history; The reason for your visit to the Surgery; Medical notes and details of diagnosis and consultations with our GPs and other health professionals within the Surgery involved in your direct healthcare. Information about you from others We also collect personal information about you when it is sent to us from the following: a hospital, a consultant or any other medical or healthcare professional, or any other person involved with your general healthcare.
Your Summary Record
Your summary care record is an electronic record of your healthcare history (and other relevant personal information) held on a national healthcare records database provided and facilitated by NHS England. This record may be shared with other healthcare professionals and additions to this record may also be made by relevant healthcare professionals and organisations involved in your direct healthcare. You may have the right to demand that this record is not shared with anyone who is not involved in the provision of your direct healthcare. If you wish to enquire further as to your rights in respect of not sharing information on this record, then please contact our Data Protection Officer.
National Data Opt Out
To find out more about the wider use of confidential personal information and to register your choice to opt out if you do not want your data to be used in this way, please visit www.nhs.uk/my-data-choice. Note if you do choose to opt out, you can still consent to your data being used for specific purposes. However, if you are happy with this use of information you do not need to do anything. You may however change your choice at any time.
Telephone and video consultations
As an alternative to face-to-face appointments, there may be instances where we may offer you an appointment via telephone or video consultation. By accepting the invitation and entering the consultation you are consenting to this. Your personal/confidential patient information shared on the consultation will be safeguarded in the same way it would with any other consultation with relevant information added to your patient record.
Telephone or video consultations/appointments are typically recorded, therefore if you do not wish the consultation to be recorded, please inform the clinician/member of staff at the earliest opportunity. Withdrawing your consent for recording will not jeopardise your care and the consultation will continue as normal. All clinically relevant information will be recorded as part of your patient record these may include relevant symptoms, diagnosis and offered/prescribed treatment. Recordings will be stored as part of your patient record in line with NHS Digital Record Management Code of Practice (2016).
If, as part of the consultation, still images or photographs are taken/obtained and are to be kept, they will be securely stored as part of your patient record in line with NHS Digital Record Management Code of Practice (2016) If the recording/images are to be used for any other reason than what the original permission was obtained for, then further permission would be required prior to that use.
Who we may provide your personal information to, and why.
Whenever you use a health or care service, such as attending Accident & Emergency or using Community Care Services, important information about you is collected to help ensure you get the best possible care and treatment. This information may be passed to other approved organisations where there is a legal basis, to help with planning services, improving care, research into developing new treatments and preventing illness. All of this helps in proving better care to you and your family and future generations. However, as explained in this privacy notice, confidential information about your health and care is only used in this way where allowed by law and would never be used for any other purpose without your clear and explicit consent.
We may pass your personal information on to the following people or organisations, because these organisations may require your information to assist them in the provision of your direct healthcare needs. It, therefore, may be important for them to be able to access your information in order to ensure they may properly deliver their services to you: Hospital professionals (such as doctors, consultants, nurses, etc.), Other GPs/Doctors, Pharmacists, Nurses and other healthcare professionals, Dentists, Any other person that is involved in providing services related to your general healthcare, including mental health professionals. We also outsource some tasks: Healthteach1 for registrations, iGpr for Insurance reports
Other people who we provide your information to
Commissioners; Hampshire and Isle of Wight Integrated Care Board; Local authorities; Community health services.
For the purposes of complying with the law e.g., Police, Solicitors, Insurance Companies; Anyone you have given your consent to, to view or receive your record, or part of your record. Please note, if you give another person or organisation consent to access your record, we will need to contact you to verify your consent before we release that record. It is important that you are clear and understand how much and what aspects of your record you give consent to be disclosed.
Extended Access
We provide extended access services to our patients which means you can access medical services outside of our normal working hours. In order to provide you with this service, we have formal arrangements in place with Hampshire and Isle of Wight Integrated Care Board and with other practices whereby certain key “hub” practices offers a service on our behalf for you as a patient to access outside of our opening hours. This means, those key “hub” practices will have to have access to your medical record to be able to offer you the service. Please note to ensure that those practices comply with the law and to protect the use of your information, we have very robust data sharing agreements and other clear arrangements in place to ensure your data is always protected and used for those purposes only.
The key Hub practices are as follows: Lordshill Surgery Brook House Surgery Shirley Health Partnership Aldermoor Surgery
We also provide and use remote consultations with ‘Livi’.
Purpose: This is a partnership between GP Practices and Livi to provide GP remote video healthcare services to GP Practice NHS patients, through the use of the Livi platform. The aim of supporting GP Practices with digital healthcare services is to provide greater flexibility to Practices which enable remote GP services through video consultations. Patients consent to being contacted by Livi for a video consultation.
Legal Basis:
6(1)(e) – public task
9(2)(h) – healthcare and social care purposes – direct health care
Link to Livi Privacy Notice.
Data Extraction by the Hampshire and Isle of Wight Integrated Care Board
The Integrated Care Board at times extracts medical information about you, but the information we pass to them via our computer systems cannot identify you to them. This information only refers to you by way of a code that only your practice can identify (it is pseudonymised). This therefore protects you from anyone who may have access to this information at the Integrated Care Board from ever identifying you as a result of seeing the medical information and we will never give them the information that would enable them to do this.
Anonymous Information
Sometimes we may provide information about you in an anonymised form. If we do so, then none of the information we provide to any other party will identify you as an individual and cannot be traced back to you.
Your rights as a patient
The Law gives you certain rights to your personal and healthcare information that we hold, as set out below:
Access and Subject Access Requests You have the right to see what information we hold about you and to request a copy of this information. If you would like a copy of the information, we hold about you please email our surgery. We will provide this information free of charge however, we may in some limited and exceptional circumstances have to make an administrative charge for any extra copies if the information requested is excessive, complex or repetitive. We have one month to reply to you and give you the information that you require. We would ask, therefore, that any requests you make are in writing and it is made clear to us what and how much information you require.
Online Access
You may ask us if you wish to have online access to your medical record. However, there will be certain protocols that we have to follow in order to give you online access, including written consent and production of documents that prove your identity. Please note that when we give you online access, the responsibility is yours to make sure that you keep your information safe and secure if you do not wish any third party to gain access.
Correction
We want to make sure that your personal information is accurate and up to date. You may ask us to correct any information you think is inaccurate. It is very important that you make sure you tell us if your contact details including your mobile phone number has changed.
Removal
You have the right to ask for your information to be removed; however, if we require this information to assist us in providing you with appropriate medical services and diagnosis for your healthcare, then removal may not be possible.
Objection
We cannot share your information with anyone else for a purpose that is not directly related to your health, e.g., medical research, educational purposes, etc. We would ask you for your consent in order to do this; however, you have the right to request that your personal and healthcare information is not shared by the Surgery in this way.
To find out more about the wider use of confidential personal information and to register your choice to opt out if you do not want your data to be used in this way, please visit www.nhs.uk/my-data-choice. Note if you do choose to opt out, you can still consent to your data being used for specific purposes. However, if you are happy with this use of information you do not need to do anything. You may however change your choice at any time.
Transfer
You have the right to request that your personal and/or healthcare information is transferred, in an electronic form (or other form), to another organisation, but we will require your clear consent to be able to do this. Third parties mentioned on your medical record Sometimes we record information about third parties mentioned by you to us during any consultation. We are under an obligation to make sure we also protect that third party’s rights as an individual and to ensure that references to them which may breach their rights to confidentiality, are removed before we send any information to any other party including yourself. Third parties can include: spouses, partners, and other family members.
How we use the information about you
We use your personal and healthcare information in the following ways: When we need to speak to, or contact other doctors, consultants, nurses or any other medical/healthcare professional or organisation during the course of your diagnosis or treatment or ongoing healthcare; when we are required by Law to hand over your information to any other organisation, such as the police, by court order, solicitors, or immigration enforcement. We will never pass on your personal information to anyone else who does not need it, or has no right to it, unless you give us clear consent to do so.
Legal justification for collecting and using your information.
The Law says we need a legal basis to handle your personal and healthcare information.
6(1)(e) – commissioned by NHSE to provide a public task processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
Special categories
The Law states that personal information about your health falls into a special category of information because it is very sensitive. Reasons that may entitle us to use and process your information may be as follows:
9(2)(h) – provision of direct health care processing is necessary for the purposes of preventive 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.
How long we keep your personal information.
We carefully consider any personal information that we store about you, and we will not keep your information for longer than is necessary for the purposes as set out in this Privacy Notice.
If English is not your first language you can request a translation of this Privacy Notice. Please contact our surgery for further information
Complaints
If you have a concern about the way we handle your personal data or you have a complaint about what we are doing, or how we have used or handled your personal and/or healthcare information, then please contact the surgery for further information. However, you have a right to raise any concern or complaint with the UK information regulator, at the Information Commissioner’s Office: https://ico.org.uk/.
Our website
The only website this Privacy Notice applies to is the Surgery’s website. If you use a link to any other website from the Surgery’s website, then you will need to read their respective privacy notice. We take no responsibility (legal or otherwise) for the content of other websites.
Cookies
The Surgery’s website uses cookies. For more information on which cookies, we use and how we use them, please see our Cookies Policy.
Security
We take the security of your information very seriously and we do everything we can to ensure that your information is always protected and secure. We regularly update our processes and systems, and we also ensure that our staff are properly trained. We also carry out assessments and audits of the information that we hold about you and make sure that if we provide any other services, we carry out proper assessments and security reviews.
Text messaging and contacting you
Because we are obliged to protect any confidential information we hold about you and we take this very seriously, it is imperative that you let us know immediately if you change any of your contact details. We may contact you using SMS texting to your mobile phone in the event that we need to notify you about appointments and other services that we provide to you involving your direct care, therefore you must ensure that we have your up to date details. This is to ensure we are sure we are actually contacting you and not another person.
Where to find our privacy notice
You may find a copy of this Privacy Notice in the Surgery’s reception, on our website, or a copy may be provided on request.
Changes to our privacy notice
We regularly review and update our Privacy Notice. This Privacy Notice was last updated Dec 2023