CCTV is installed within the Car Parking Facilities on the outside of the building at Roundwood Surgery.

The data is controlled according to the relevant provisions in the Data Protection Act.

INTRODUCTION

This policy and the accompanying procedures explain the purpose, use, and management of the Closed Circuit Television (CCTV) installation at the premises used by Roundwood Surgery.

The Practice prioritises the safety and security of all patients, staff and visitors and aims to provide environments that are safe and secure.

POLICY STATEMENT

The purpose of the CCTV installation is for:

• The protection of staff, patients, visitors, and the assets of Roundwood Surgery.
• The prevention, investigation and detection of crime and disciplinary offences in accordance with the Practice disciplinary procedures.
• The apprehension and prosecution of offenders (including the use of images/data as evidence in criminal / civil proceedings).
• The monitoring of the security of premises.
• Investigation into a missing or vulnerable person.

The principles of the policy are that:

• Individuals’ rights are respected and protected.
• The installations are operated fairly and within the law.
• The CCTV system is operated for the purposes for which it was set up.
• The recorded material/data stored is fairly and lawfully processed.
• The recorded material/data is adequate, relevant and not excessive for the purposes.
• That recorded material/data is accurate, securely stored, and not kept for longer than is necessary.

The aim of this policy is to ensure (so far as is reasonably practicable) that any system installed and operated on its premises complies with regulatory requirements, national standards and codes of practice. The Organisation’s Digital Recording systems form part of the overall security management measures aimed at achieving compliance and delivering best practice in the interests of delivering safe services and providing a safe and secure environment.

The Roundwood Surgery’s Health and Safety policy sets out the roles and responsibilities of all staff. Additional responsibilities to enable the effective management and use of the Organisation Digital Recording systems are detailed in this policy. To assist in the provision of safe and secure environments at Roundwood Surgery the use of CCTV is used across its services. This policy applies to all members of staff employed by Roundwood Surgery, locum/bank staff and agency staff, volunteers as well as contractors and any others working on behalf of Roundwood Surgery.

DEFINITIONS

CCTV

Closed-circuit television (CCTV), also known as video surveillance, is the use of video cameras to transmit a signal to a specific place, on a limited set of monitors. They are primarily for surveillance and security purposes.

GDPR

General Data Protection Regulations 2016 is a regulation in EU law on data protection and privacy for all individuals within the European Union and the European Economic Area.

Senior Information Risk Owner (SIRO)

The SIRO is the Chief Executive and they are familiar with information risk and the organisations response to risk. The SIRO takes ownership of the organisation’s information governance policy including all information risk and acts as an advocate on the Board.

Purposes of the CCTV system

In accordance with the legislative requirements the registered purpose of CCTV is for the prevention and detection of crime, the safety and security of public, patients, visitors and staff. The use of a CCTV system must take into account its effects on individuals and their privacy, with regular reviews to ensure its use remains justified. The CCTV system is not installed for the purposes of recording conversations. Roundwood Surgery will ensure that CCTV is sited in areas where it is only monitoring for the purposes outlined above and not positioned in areas where it would be considered private e.g. changing rooms and toilets. The system will be operated in accordance with the requirements and articles of the Human Rights Act 1998 and the GDPR 2016. The system will be operated fairly, within the law, and only for the purposes for which it has been established and are identified within this policy. The operation of the system will also recognise the need for formal authorisation of surveillance as required by the Regulation of Investigatory Powers Act 2000, in particular part 2 of this Act.

The information commissioner’s office (ICO) must be notified of the purpose(s) of the scheme operating. Registration with the ICO is carried out by the Practice Manager. The system will be maintained on behalf of Roundwood Surgery by the Roundwood Surgery’s Data Quality IT Manager Ann-Marie Kerr to ensure compliance with the General Data Protection Regulations 2016. The CCTV surveillance system is owned by Roundwood Surgery.

The CCTV system includes cameras outside the practice. The system will be operated 24 hours per day, 365 days of the year. The CCTV installation comprises of fixed cameras, signs, recording and playing equipment and data. Recorded material/data means any material recorded by the installation. It should be noted that all recorded material/data are the property of Roundwood Surgery. Staff, patients and any visitors to Roundwood.

Medical Practice premises are informed about the use of CCTV.

All release of information will be in accordance with the ICO registration and legislative requirements.

A data protection exemption relates to the disclosure of information for the purposes of:

• The prevention, investigation, detection or prosecution of criminal offences.
• The execution of criminal penalties, including the safeguarding against and the prevention of threats to public security
• A serious or significant nature such as safeguarding or a missing vulnerable persons.

CCTV footage retention and viewing

Footage that is not required for the purpose for which the equipment is being use must not be retained in an identifiable form for longer than necessary, in compliance with GDPR principles 5 (Article 5 e). In order to ensure compliance with data protection principles the data controller Churchside Medical Practice and system operators will ensure that footage is not retained for longer than 30 days, unless it is required for evidential purposes in legal or other investigation proceedings. Footage retained for evidential purposes will be removed from the system and retained in a secure place to which access is controlled. It is important to ensure that access to and security of the images is controlled in accordance with the requirements of the GDPR and for law enforcement purposes (Data Protection Act 2018 – and Law Enforcement Directive 2017). It should be noted that a full risk assessment will be carried out if footage is retained outside of the 30 day retention period.

Roundwood Surgery’s standard retention period is 30 days unless the footage is justifiably marked and retained as ‘EVIDENCE.’ The Practice Manager must ensure that each site has a stock of blank memory sticks and the facility for playback if required. The ability to review recorded and live images is limited to authorised staff personnel only, namely: Gillian Slack Practice Manager and CCTV maintenance engineers from ADT Alarms. Once the image retention period has expired, the footage itself is removed or erased automatically from the system.

Disclosure of images to third parties

It is important to ensure that access and disclosure of CCTV footage is restricted or carefully controlled not only to ensure that the rights of individuals are preserved, but also to ensure that the chain of evidence remains intact, should they be required for evidential purposes.

If disclosure is requested for any of the registered purposes in 4.8,Roundwood Surgery as the data controller must satisfy themselves that:

• The reason(s) or purposes(s) for the disclosure are compatible with the reason(s) or purpose(s) for which the footage was originally obtained.
• Access is restricted to authorised persons who need to have access in order to achieve the purpose(s) of using the equipment.
•  All access to images must be documented.
•   Access to images must only be allowed for a lawful purpose and prescribed circumstances and must be authorised by the Practice Manager, with notification sent to the SIRO.

Disclosure as per 4.16 will be considered if the third party is either:

• A law enforcement agency, such as the police, where the images recorded would assist in a specific criminal enquiry, or where the images are to be used to assist law enforcement agencies in the return of patients who take unauthorised leave of absence under the Mental Health Act 1983, or relevant criminal justice legislation.
• Prosecution agencies.
• Relevant legal representatives.

Under chapter 3, Article 23, GDPR 2018 the Data Controller may grant relevant authorities as indicated in 4.17 access to personal CCTV data without the consent of the data subject. This is not an automatic right of access to information. The data controller can assess the merits of requests and decide whether or not to apply chapter 3 requests. If footage meets the criteria for release, then the Practice Manager will ensure that it is burned onto a memory stick. Two copies will be made (one for the third party and one for THE PRACTICE) and then sent to the Information Governance Lead Ann-Marie Kerr (Data Quality IT Manager) or Dr Nicholas Glover who will release it to the requestor. All requests for disclosure to a third party must be made using the form at appendix 1. Please note that this form must be signed off by someone of inspector rank or above if it is being submitted by the Police.

Access to images as part of a Subject Access Request (SAR)

Access to personal data as part of a SAR will be handled by the THE PRACTICE Governance Team and all such requests must be submitted to Practice Manager Gillian Slack. Due to the cost implication of editing footage (to ensure redaction of third party data) THE PRACTICE will be unable to release CCTV footage as part of a SAR. The requestor will be informed of this in writing within the 30 day time limit by the THE PRACTICE Governance Team. A viewing of CCTV footage will be offered instead if within the time limit in an area made private for the purposes of viewing footage only as recommended by the ICO. If the requestor refuses the offer of viewing the footage then THE PRACTICE may produce a report or transcript of the recording. However this should not be offered instead of viewing. THE PRACTICE Governance Team will ensure a log is kept of all requests and the resulting decision. All requests for access to images as part of a SAR must be made using the form at appendix 2. Your request will be assessed to ensure that your request falls within the scope of Chapter 3 of the regulations and is proportionate to the reason the information is being requested. There are no statutory time limits for responses to requests made under Chapter 3. All authorised releases of footage will be retained on a log kept by the Practice Manager. This must include the following information:

• Date and time access was requested.
• Date of disclosure.
• Identification of third party.
• Reason for allowing or declining disclosure.
• Extent of information disclosed.

The form at appendix 3 will be completed for all SAR and third party requests and will detail whether it has been granted or denied.

In addition to the right of access, an individual also has the right to ask THE PRACTICE to stop processing personal data where this is likely to cause substantial and unwarranted damage to him or her. Any such requests should be submitted in writing to the THE PRACTICE’ SIRO. Upon receipt of such a request THE PRACTICE has 21 days in which to respond with its decision. All decisions should be documented and a record should be kept of all requests and the response to those requests.

REPORTING

All requests to access CCTV will be monitored and reported by the Practice Manager. Spot check audits may be carried out to ensure that erasure of images are being carried out in accordance with this policy.

ROLES AND RESPONSIBILITIES

THE PRACTICE PARTNERS

THE PRACTICE partnership has overall accountability for the organisation’s ability to meet the policy requirements. Roundwood Surgery is the identified Data Controller for all systems operating on its premises and Roundwood Surgery act on behalf to process any requests made under this policy. Roundwood Surgery is responsible for all cameras, monitors and data collection and retention processes. Roundwood Surgery uses external companies (Data Processors) to control and maintain its system. All contracts with such companies will include adherence to this policy.

Practice Manager

The Practice Manager is the responsible person for the management and operation of the system, with nominated individuals given authority to operate the system in strict compliance with this policy. The Practice Manager will ensure that the CCTV equipment performs properly, that images are as clear as possible and that time and date stamps are accurate and checked regularly.

Line Managers

Line Managers are responsible for ensuring that their staff are aware of and adhere to this policy.

All Staff

All staff are responsible for ensuring that they are aware of the requirements of this policy and for ensuring that they comply with these on a day to day basis. All staff are accountable under the Office of the Information Commissioner’s Code of Conduct.

TRAINING REQUIREMENTS

The Practice Manager will receive training on how to utilise the CCTV system and cascade it to other senior members of staff on a need to know basis.

THE PRACTICE will provide appropriate training for all staff to cover awareness of data protection and information security matters, the CCTV policy and any associated operational procedures.

MONITORING

This policy and its operations will be subject to regular reviews and audits, no less than every three years.

REFERENCES

• General Data Protection Regulations 2016
• The Freedom of Information Act 2000
• Data Protection Act 2018
• The Common Law Duty of Confidentiality
• The NHS Confidentiality Code of Practice
• Human Rights Act 1998
• Regulation of Investigatory Powers Act 2000

Version:4

Date:10/01/2024

Children’s Privacy Notice

WHAT IS A PRIVACY NOTICE AND WHY DOES IT APPLY TO ME?

A Privacy Notice tells people how organisations use information that they hold about them. A new law called the UK General Data Protection Regulation 2016, also known as UKGDPR, says that we need to provide you with this Privacy Notice and let you know:

• What information we hold about you
• How we keep this especially important information safe and secure and where we keep it
• How we use your information
• Who we share your information with
• What your rights are
• When the law gives us permission to use your information

WHY DOES THE LAW GIVE YOU PERMISSION TO USE MY INFORMATION?

The law gives us permission to use your information in situations where we need it to take care of you. Because information about your health is very personal, sensitive and private to you, the law is very strict about how we use it.

So, before we can use your information in the ways we have set out in this Privacy Notice, we have to have a good reason in law, which is called a ‘lawful basis’.  Not only do we have to do that, but we also have to show that your information falls into a special group or category, because it is very sensitive. By doing this the law makes sure we only use your information to look after you and that we do not use it for any other reason.

If you would like more information about this please ask to speak to our Data Protection Officer (DPO) mentioned in this Privacy Notice who will explain this in more detail.

ABOUT US

We, at the Roundwood Surgery, are responsible for collecting, storing and handling your information when you registered with us as a patient. Because we do this, the law says we are Data Controllers. Sometimes we may use your information for a particular purpose and when we do so, the law says we are Data Processors.

WHAT INFORMATION DO YOU HOLD ABOUT ME?

We hold information about you such as:

• Your name
• Address
• Mobile number
• Information about your parent(s) or person with parental responsibility
• All your health records
• Appointment records
• Visits to see your GP
• Treatments you have had
• Medicines prescribed for you and any other information to help us look after you

HOW DO YOU KEEP IT SAFE?

• The law says that we must do all we can to keep your information private, safe and secure.
• We use secure computer systems, and we make sure that any written information held about you is under lock and key and kept in a safe place. This includes taking great care with any passwords we use which we change on a regular basis. We also train our staff to respect your privacy and deal with your information in a manner that makes sure it is always kept and dealt with in a safe way.

WHAT DO YOU DO WITH MY INFORMATION?

• We only usually use your information to help us care for you. That means we might need to share your information with other people who are concerned and involved with looking after your health.
• We might need to share your information with the police, courts, social services, solicitors and other people who have a right to your information, but we always make sure that they have a legal right to see it (or have a copy of it) before we provide it to them.

WHO ELSE WILL SEE MY INFORMATION?

• Usually only doctors, nurses and other people who work with us are allowed to see your information.
• Sometimes though, if you need to go to the hospital or be seen by a special doctor, we will share your information with them but this only so that we can take care of you.
• Sometimes we might be asked to take part in medical research that might help you in the future. We will always ask you or your parent(s) or adult with parental responsibility if we can share your information if this happens.
• Possibly the police, social services, the courts and other organisations and people who may have a legal right to see your information.

WHAT ARE MY RIGHTS?

• If you want to see what information we hold about you then you have a right to see it and you can ask for it.
• To ask for your information you will usually need to put your request in writing and tell us what information you want us to give you.
• We usually need to answer you within one month. Your parent(s) or adult with parental responsibility can help you with is if you need help.
• Usually, we will give this to you free of charge.
• If you think there are any errors in the information, we hold about you then you can ask us to correct it but the law says we can’t remove any of the information we hold about you even if you ask us to. This is because we need this information to take care of you.
• You have a right to ask us not to share your information.
• If you would like to talk to us about not sharing your information, even if this means you don’t want us to share your information with your parent(s) or adult with parental responsibility, please let us know. We will be happy to help.

WHAT IF I HAVE A QUESTION?

• A member of our staff/receptionist will be happy to talk to you about any questions you may have, and we will do our best to help you.
• The Surgery has a person called a Data Protection Officer (DPO) who deals with all queries about patient information. Our receptionist may put you in touch with this person who will listen to your concerns and give you the advice you need.
• Our DPO is called Paul Couldrey, and he can be contacted at Couldrey@me.com.

WHAT IF I HAVE A SERIOUS COMPLAINT ABOUT HOW YOU LOOK AFTER MY INFORMATION?

• We will always do our best to look after your information and to answer your questions.
• If you are still not happy with something we have done with your information you can speak to our DPO.
• If our DPO has not been able to help you or if you prefer not to speak to our DPO then you have a right to pass your complaint to an organisation called the Information Commissioner’s Office (ICO) who will look into what has gone wrong. For more information visit ico.org.uk

UPDATES TO THIS PRIVACY NOTICE

• The law says we must keep all information we provide in this Privacy Notice up to date
• This Privacy Notice was last updated on 18/07/2023 and will be reviewed on 18/07/2025

Click here for more information

Click here for more information

View/ Download our COVID19 Privacy Notice

Your Data Matters to the NHS

Information about your health and care helps us to improve your individual care, speed up diagnosis, plan your local services and research new treatments. The NHS is committed to keeping patient information safe and always being clear about how it is used.

How your data is used

Information about your individual care such as treatment and diagnoses is collected about you whenever you use health and care services. It is also used to help us and other organisations for research and planning such as research into new treatments, deciding where to put GP clinics and planning for the number of doctors and nurses in your local hospital.  It is only used in this way when there is a clear legal basis to use the information to help improve health and care for you, your family and future generations.

Wherever possible we try to use data that does not identify you, but sometimes it is necessary to use your confidential patient information.

You have a choice

You do not need to do anything if you are happy about how your information is used. If you do not want your confidential patient information to be used for research and planning, you can choose to opt out securely online or through a telephone service. You can change your mind about your choice at any time.

Will choosing this opt-out affect your care and treatment?

No, choosing to opt out will not affect how information is used to support your care and treatment. You will still be invited for screening services, such as screenings for bowel cancer.

What do you need to do?

If you are happy for your confidential patient information to be used for research and planning, you do not need to do anything.

To find out more about the benefits of data sharing, how data is protected, or to make/change your opt-out choice visit www.nhs.uk/your-nhs-data-matters

Download a copy of the patient leaflet

Click here for more information

E.D.S.M. Patient Guide

E.D.S.M. Consent Form

INFORMATION SHARING CHANGES AHEAD…

We would like all of our patients to be aware that from 11^th January 2016 we will be enhancing the sharing process of your Medical Record with any NHS Service who have involvement in your clinical care unless you have chosen to opt out.

At present your GP holds your Medical Record and other NHS Service Providers are not able to access it unless you have given explicit consent to the Practice, therefore often making it very difficult for them to provide the best care for you as they have limited information to base their decision on. By unlocking the Practices side of your Medical Record this will mean that you have the choice at the point of consultation with other NHS Service Providers, to allow the clinical to view vital information that could significantly enhance the quality of the medical care provided to you by the Community or Secondary Care Services.

HOW DOES IT WORK?

STEP ONE:      Think of your Medical Record as a window that is bolted on both sides. As from the 11^th January 2016, the Doctors of Roundwood Surgery will be unbolting the lock that we are responsible for to all you, the patient to choose if other Health Care Professionals who have any involvement in your care can see your medical record. However, this DOES NOT mean that all other Health Care Professionals automatically have the right to access your medical record without your explicit consent.

STEP TWO:     At the point of you having a face to face consultation with the Health Care Professional outside your GP Practice, e.g. attending Accident & Emergency, appointment with a consultant, treatment with a physiotherapist etc. You will be asked if you give consent for the clinician to access your record. At this point it is your decision to grant or deny access and just because you have granted permission on one occasion does not automatically give consent for the consecutive appointments. This is when you, as the patient, have the right to choose if you unbolt the second lock on the opposite side of the window or not. The only time this bolt will be unlocked without your explicit consent will be if you are unconscious and not able to make the decision for yourself.

OPTING OUT

All patients have the right to ‘Opt Out’ of the Enhanced Sharing Process. If you do not wish for Roundwood Surgery to unbolt the lock on their side of your Medical Record then please request an ‘Opt Out Form’ from reception and return it for the attention of the I.T. and Data Quality Manager, Ann-Marie Kerr.

IT PUTS THE PATIENT IN CONTROL OF WHO HAS ACCESS TO THEIR MEDICAL RECORD.

What are the benefits?

• Ensures that the right clinical information is available when and where it is needed.
• Improves protection of confidentialiality and gives more control over how information is shared.
• Reduces the need to duplicate records.
• Enables secure, more efficient access to up-to-date information.
• Betther communication between health care providers

For more Information – Click the  link above (EDSM -Patient Guide)

PLEASE BE AWARE THAT ENHANCED DATA SHARING MODULE (EDSM) IS  NOT THE SAME AS CARE.DATA

Under the NEW General Data Protection Regulations 2018, we now need to have your Explicit Consent to how you would like us to contact you. Please complete the attached document and return this to as soon as possible. Many thanks:-

GDPR 2018 – Patient Consent

Data Protection Privacy Notice for Patients

Introduction:

This privacy notice lets you know what happens to any personal data that you give to us, or any information that we may collect from you or about you from other organisations.
This privacy notice applies to personal information processed by or on behalf of the practice.

This Notice explains

• Who we are and how we use your information
• Information about our Data Protection Officer
• What kinds of personal information about you we hold and use (process)
• The legal grounds for our processing of your personal information (including when we share it with others)
• What should you do if your personal information changes?
• For how long your personal information is retained / stored by us?
• What are your rights under Data Protection laws

The General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA 2018) became law on 25th May 2018. The GDPR is a single EU-wide regulation on the protection of confidential and sensitive (special) information, the DPA 2018 deals with elements of UK law that differ from the European Regulation, both came into force in the UK on the 25th May 2018, repealing the previous Data Protection Act (1998).

For the purpose of applicable data protection legislation (including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) (the “GDPR”), and the Data Protection Act 2018 the practice responsible for your personal data is [Practice Name].
This Notice describes how we collect, use and process your personal data, and how in doing so, we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights.

How we use your information and the law.

Roundwood Surgery will be what’s known as the ‘Controller’ of your personal data.

We collect basic personal data about you and location-based information. This does include name, address and contact details such as email and mobile number etc.

We will also collect sensitive confidential data known as “special category personal data”, in the form of health information, religious belief (if required in a healthcare setting) ethnicity and sex life information that are linked to your healthcare, we may also receive this information about you from other health providers or third parties.

Why do we need your information?

The health care professionals who provide you with care maintain records about your health and any treatment or care you have received previously. These records help to provide you with the best possible healthcare and treatment.

NHS health records may be electronic, paper-based or a mixture of both. We use a combination of working practices and technology to ensure that your information is kept confidential and secure.

Records about you may include the following information;

• Details about you, such as your address, your carer or legal representative and emergency contact details.
• 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 etc.
• Relevant information from other health professionals, relatives or those who care for you.
• Contact details (including email address, mobile telephone number and home telephone number)

To ensure you receive the best possible care, your records are used to facilitate the care you receive, including contacting you. Information held about you may be used to help protect the health of the public and to help us manage the NHS and the services we provide. Limited information may be used within the GP practice for clinical audit to monitor the quality of the service we provided.

How do we lawfully use your data?

We need your personal, sensitive and confidential data in order to provide you with healthcare services as a General Practice, under the General Data Protection Regulation we will be lawfully using your information in accordance with: –

Article 6, e) 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;”
Article 9, (h) 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

This Privacy Notice applies to the personal data of our patients and the data you have given us about your carers/family members.

Risk Stratification

Risk stratification data tools are increasingly being used in the NHS to help determine a person’s risk of suffering a condition, preventing an unplanned or (re)admission and identifying a need for preventive intervention. Information about you is collected from several sources including NHS Trusts and from this GP Practice. The identifying parts of your data are removed, analysis of your data is undertaken, and a risk score is then determined. This is then provided back to your GP as data controller in an identifiable form. Risk stratification enables your GP to focus on preventing ill health and not just the treatment of sickness. If necessary, your GP may be able to offer you additional services. Please note that you have the right to opt out of your data being used in this way in most circumstances, please contact the practice for further information about opt out.

Individual Risk Management at a GP practice level however is deemed to be part of your individual healthcare and is covered by our legal powers above.

Medicines Management

The Practice may conduct Medicines Management Reviews of medications prescribed to its patients. This service performs a review of prescribed medications to ensure patients receive the most appropriate, up to date and cost-effective treatments. The reviews are carried out by the CCGs Medicines Management Team under a Data Processing contract with the Practice.

Patient Communication

The Practice will like to use your name, contact details and email address to inform you of NHS services, or provide inform about your health/information to manage your healthcare or information about the management of the NHS service. There may be occasions where authorised research facilities would like you to take part in research in regard to your particular health issues, to try improve your health., Your contact details may be used to invite you to receive further information about such research opportunities.

Safeguarding

The Practice is dedicated to ensuring that the principles and duties of safeguarding adults and children are holistically, consistently and conscientiously applied with the wellbeing of all, at the heart of what we do.

Our legal basis for processing For the General Data Protection Regulation (GDPR) purposes is: –

Article 6(1)(e) ‘…exercise of official authority…’.

For the processing of special categories data, the basis is: –

Article 9(2)(b) – ‘processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law…’

Research

Clinical Practice Research Datalink (CPRD) collects de-identified patient data from a network of GP practices across the UK. Primary care data are linked to a range of other health related data to provide a longitudinal, representative UK population health dataset. You can opt out of your information being used for research purposes at any time (see below), full details can be found here: –

Data protection and processing notice | CPRD

The legal bases for processing this information

CPRD do not hold or process personal data on patients; however, NHS Digital (formally the Health and Social Care Centre) may process ‘personal data’ for us as an accredited ‘safe haven’ or ‘trusted third-party’ within the NHS when linking GP data with data from other sources. The legal bases for processing this data are:

• Medicines and medical device monitoring: Article 6(e) and Article 9(2)(i) – public interest in the area of public health
• Medical research and statistics: Article 6(e) and Article 9(2)(j) – public interest and scientific research purposes

Any data CPRD hold or pass on to bona fide researchers, except for clinical research studies, will have been anonymised in accordance with the Information Commissioner’s Office Anonymisation Code of Practice. We will hold data indefinitely for the benefit of future research, but studies will normally only hold the data we release to them for twelve months.

Categories of personal data

The data collected by Practice staff in the event of a safeguarding situation will be as much personal information as is possible that is necessary to obtain in order to handle the situation. In addition to some basic demographic and contact details, we will also process details of what the safeguarding concern is. This is likely to be special category information (such as health information).

Sources of the data

The Practice will either receive or collect information when someone contacts the organisation with safeguarding concerns, or we believe there may be safeguarding concerns and make enquiries to relevant providers.

Recipients of personal data

The information is used by the Practice when handling a safeguarding incident or concern. We may share information accordingly to ensure duty of care and investigation as required with other partners such as local authorities, the police or healthcare professionals (i.e. their GP or mental health team).

Third Party Processors

In order to deliver the best possible service, the practice will share data (where required) with other NHS bodies such as other GP practices and hospitals. In addition, the practice will use carefully selected third party service providers. When we use a third party service provider to process data on our behalf then we will always have an appropriate agreement in place to ensure that they keep the data secure, that they do not use or share information other than in accordance with our instructions and that they are operating appropriately. Examples of functions that may be carried out by third parties include:

• Companies that provide IT services & support, including our core clinical systems; systems which manage patient facing services (such as our website and service accessible through the same); data hosting service providers; systems which facilitate appointment bookings or electronic prescription services; document management services etc.
• Delivery services (for example if we were to arrange for delivery of any medicines to you).
• Payment providers (if for example you were paying for a prescription or a service such as travel vaccinations).

Further details regarding specific third-party processors can be supplied on request to the Data Protection Officer as below.

How do we maintain the confidentiality of your records?

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

• Data Protection Act 2018
• The General Data Protection Regulations 2016
• Human Rights Act 1998
• Common Law Duty of Confidentiality
• Health and Social Care Act 2012
• NHS Codes of Confidentiality, Information Security and Records Management
• Information: To Share or Not to Share Review

Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential.

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), where the law requires information to be passed on and / or in accordance with the information sharing principle following Dame Fiona Caldicott’s information sharing review (Information to share or not to share) where “The duty to share information can be as important as the duty to protect patient confidentiality.” This means that health and social care professionals should have the confidence to share information in the best interests of their patients within the framework set out by the Caldicott principles.

Our practice policy is to respect the privacy of our patients, their families and our staff and to maintain compliance with the General Data Protection Regulation (GDPR) and all UK specific Data Protection Requirements. Our policy is to ensure all personal data related to our patients will be protected.

All employees and sub-contractors engaged by our practice are asked to sign a confidentiality agreement. The practice will, if required, sign a separate confidentiality agreement if the client deems it necessary. If a sub-contractor acts as a data processor for Roundwood Surgery an appropriate contract (art 24-28) will be established for the processing of your information.

In certain circumstances you may have the right to withdraw your consent to the processing of data. Please contact the Data Protection Officer in writing if you wish to withdraw your consent. If some circumstances we may need to store your data after your consent has been withdrawn to comply with a legislative requirement.

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 gain your consent before releasing the information for this purpose in an identifiable format. In some circumstances you can Opt-out of the surgery sharing any of your information for research purposes.

With your consent we would also like to use your information

There are times that we may want to use your information to contact you or offer you services, not directly about your healthcare, in these instances we will always gain your consent to contact you. We would however like to use your name, contact details and email address to inform you of other services that may benefit you. We will only do this with your consent. There may be occasions where authorised research facilities would like you to take part on innovations, research, improving services or identifying trends, you will be asked to opt into such programmes if you are happy to do so.

At any stage where we would like to use your data for anything other than the specified purposes and where there is no lawful requirement for us to share or process your data, we will ensure that you have the ability to consent and opt out prior to any data processing taking place.
This information is not shared with third parties or used for any marketing and you can unsubscribe at any time via phone, email or by informing the practice DPO as below.

National Opt-Out Facility

You can choose whether your confidential patient information is used for research and planning.

Who can use your confidential patient information for research and planning?

It is used by the NHS, local authorities, university and hospital researchers, medical colleges and pharmaceutical companies researching new treatments.

Making your data opt-out choice

You can choose to opt out of sharing your confidential patient information for research and planning. There may still be times when your confidential patient information is used: for example, during an epidemic where there might be a risk to you or to other people’s health. You can also still consent to take part in a specific research project.

Will choosing this opt-out affect your care and treatment?

No, your confidential patient information will still be used for your individual care. Choosing to opt out will not affect your care and treatment. You will still be invited for screening services, such as screenings for bowel cancer.

What should you do next?

You do not need to do anything if you are happy about how your confidential patient information is used.

If you do not want your confidential patient information to be used for research and planning, you can choose to opt out securely online or through a telephone service.

You can change your choice at any time. To find out more or to make your choice visit nhs.uk/your-nhs-data-matters or call 0300 303 5678.

Where do we store your information electronically?

All the personal data we process is processed by our staff in the UK however for the purposes of IT hosting and maintenance this information may be located on servers within the European Union.

No 3rd parties have access to your personal data unless the law allows them to do so and appropriate safeguards have been put in place such as a Data Processor as above). We have a Data Protection regime in place to oversee the effective and secure processing of your personal and or special category (sensitive, confidential) data.

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 / Foundation Trusts
• GP’s
• Primary Care Network
• NHS Commissioning Support Units
• Independent Contractors such as dentists, opticians, pharmacists
• Private Sector Providers
• Voluntary Sector Providers
• Ambulance Trusts
• Clinical Commissioning Groups
• Social Care Services
• NHS England (NHSE) and NHS Digital (NHSD)
• Multi Agency Safeguarding Hub (MASH)
• Local Authorities
• Education Services
• Fire and Rescue Services
• Police & Judicial Services
• Voluntary Sector Providers
• Private Sector Providers
• Other ‘data processors’ which you will be informed of

You will be informed who your data will be shared with and in some cases asked for consent for this to happen when this is required.

Computer System

This practice operates a Clinical Computer System on which NHS Staff record information securely. This information can then be shared with other clinicians so that everyone caring for you is fully informed about your medical history, including allergies and medication.

To provide around the clock safe care, unless you have asked us not to, we will make information available to our Partner Organisation (above). Wherever possible, their staff will ask your consent before your information is viewed.

Shared Care Records

To support your care and improve the sharing of relevant information to our partner organisations (as above) when they are involved in looking after you, we will share information to other systems. You can opt out of this sharing of your records with our partners at anytime if this sharing is based on your consent.

We may also use external companies to process personal information, such as for archiving purposes. These companies are bound by contractual agreements to ensure information is kept confidential and secure. All employees and sub-contractors engaged by our practice are asked to sign a confidentiality agreement. If a sub-contractor acts as a data processor for Roundwood Surgery an appropriate contract (art 24-28) will be established for the processing of your information.

Sharing your information without consent

We will normally ask you for your consent, but there are times when we may be required by law to share your information without your consent, for example:

• Where there is a serious risk of harm or abuse to you or other people;
• Safeguarding matters and investigations
• Where a serious crime, such as assault, is being investigated or where it could be prevented;
• Notification of New Births;
• Where we encounter infectious diseases that may endanger the safety of others, such as meningitis or measles (but not HIV/AIDS);
• Where a formal court order has been issued;
• Where there is a legal requirement, for example if you had committed a Road Traffic Offence.

How long will we store your information?

We are required under UK law to keep your information and data for the full retention periods as specified by the NHS Records management code of practice for health and social care and national archives requirements.

More information on records retention can be found online at digital.nhs.uk/article/1202/Records-Management-Code-of-Practice-for-Health-and-Social-Care-2016.

How can you access, amend move the personal data that you have given to us?

Even if we already hold your personal data, you still have various rights in relation to it. To get in touch about these, please contact us. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of any applicable laws. Please note that we may keep a record of your communications to help us resolve any issues which you raise.

Right to object: If we are using your data and you do not agree, you have the right to object. We will respond to your request within one month (although we may be allowed to extend this period in certain cases). This is NOT an absolute right sometimes we will need to process your data even if you object.

Right to withdraw consent: Where we have obtained your consent to process your personal data for certain activities (for example for a research project, or consent to send you information about us or matters you may be interested in), you may withdraw your consent at any time.

Right to erasure: In certain situations (for example, where we have processed your data unlawfully), you have the right to request us to “erase” your personal data. We will respond to your request within one month (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will delete your data but will need to keep a note of your name/ other basic details on our register of individuals who would prefer not to be contacted. This enables us to avoid contacting you in the future where your data are collected in unconnected circumstances. If you would prefer us not to do this, you are free to say so.

Right of data portability: If you wish, you have the right to transfer your data from us to another data controller. We will help with this with a GP to GP data transfer and transfer of your hard copy notes.

Primary Care Network

The objective of primary care networks (PCNs) is for group practices together to create more collaborative workforces which ease the pressure of GP’s, leaving them better able to focus on patient care. The aim is that by July 2019, all areas within England will be covered by a PCN.

Primary Care Networks form a key building block of the NHS long-term plan. Bringing general practices together to work at scale has been a policy priority for some years for a range of reasons, including improving the ability of practices to recruit and retain staff; to manage financial and estates pressures; to provide a wider range of services to patients and to more easily integrate with the wider health and care system.

All GP practices are expected to come together in geographical networks covering populations of approximately 30–50,000 patients by June 2019 if they are to take advantage of additional funding attached to the GP contract. This size is consistent with the size of the primary care homes, which exist in many places in the country, but much smaller than most GP Federations.

This means the practice may share your information with other practices within the PCN to provide you with your care and treatment.

Access to your personal information

Data Subject Access Requests (DSAR): You have a right under the Data Protection legislation to request access to view or to obtain copies of what information the surgery holds about you and to have it amended should it be inaccurate. To request this, you need to do the following:

• Your request should be made to the Practice. (For information from a hospital or other Trust/ NHS organisation you should write direct to them.
• There is no charge to have a copy of the information held about you
• We are required to provide you with information within one month
• You will need to give adequate information (for example full name, address, date of birth, NHS number and details of your request) so that your identity can be verified, and your records located information we hold about you at any time.

What should you do if your personal information changes?

You should tell us so that we can update our records please contact the Practice Manager as soon as any of your details change, this is especially important for changes of address or contact details (such as your mobile phone number), the practice will from time to time ask you to confirm that the information we currently hold is accurate and up-to-date.

Objections / Complaints

Should you have any concerns about how your information is managed at the GP, please contact the GP Practice Manager or the Data Protection Officer as above. If you are still unhappy following a review by the GP practice, you have a right to lodge a complaint with a supervisory authority: You have a right to complain to the UK supervisory Authority as below.

Information Commissioner:
Wycliffe house
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 01625 545745
ico.org.uk/

If you are happy for your data to be used for the purposes described in this privacy notice, then you do not need to do anything. If you have any concerns about how your data is shared, then please contact the Practice Data Protection Officer.
If you would like to know more about your rights in respect of the personal data we hold about you, please contact the Data Protection Officer as below.
Data Protection Officer:

The Practice Data Protection Officer is Paul Couldrey of PCIG Consulting Limited. Any queries regarding Data Protection issues should be addressed to him at: –

Email: Couldrey@me.com
Postal: PCIG Consulting Limited
7 Westacre Drive
Quarry Bank
Dudley
West Midlands
DY5 2EE

Changes:
It is important to point out that we may amend this Privacy Notice from time to time. If you are dissatisfied with any aspect of our Privacy Notice, please contact the Practice Data Protection Officer.

NHS England Accelerated Access Programme
Data Protection Impact Assessment dated 06 October 2023

All GP practices are required to declare the mean earnings (e.g. average pay) for GPs working to deliver NHS services to patients at each practice. The average pay for GPs working in Roundwood Surgery in the last financial year was £102,547 before tax and national insurance. This is for 4 full time GPs and 2 part time GPs who worked in the practice for more than six months.

We are planning to use your data in smart ways to help improve the wellness of the people in our community.

For more information click here.

We take missed appointments at Roundwood Surgery very seriously as we have in excess of 200 per month, which is lot of wasted Doctor, Nurse & Phlebotomist’s time.

By not phoning in and cancelling unwanted appointments we are not able to offer these appointments to another patient to use.

Please always ensure you CANCEL your appointment in good time if you know you cannot attend, if you have received an appointment confirmation by text message – reply CANCEL and if you have access via the NHS App or SystmOne Online you can also CANCEL your appointments there.  Alternatively you can telephone reception on 01623 648880 and wait to be answered by a Receptionist or select 0 and leave a message with details of the appointment that is no longer required, with the full patient name and Date of Birth.

Policy for Missed Appointments

Due to the large amount of wasted doctor, nurse and phlebotomist time that missed appointments cause, we regret that we must take the following action against those patients who abuse our service:

If a patient fails to attend two appointments in any six month period without letting us know, they will receive a warning letter. If any more appointments are missed in the next six months the patient will receive a letter informing them that the doctors are considering whether they should be removed from the practice list. They may then have to register with another practice.

Click here for more information

From the 1st July, the NHS will change how it shares your GP medical records. The General Practice Data for Planning and Research Data extract by NHS digital from GP practices across England will help the NHS to improve health and care services for everyone, by collecting patient data and holding it in a central national database.

This is an upgrade to an existing similar process called GPES- General Practice Extract Service , this new data collection will be more efficient, effective and much more frequent.

For example, patient data held in this new national data base can help the NHS to :

• Monitor the long term safety and effectiveness of care.
• Plan how to deliver better health and care services.
• Prevent the spread of infectious diseases.
• Identify new treatments and medicines through health research.

If you would not like your GP data shared with NHS digital using GPDPR, you need to register an OPT OUT with your GP practice. In this article we explain:

• How the OPT OUT works.
• What you might want to consider before making a decision.

Visit www.digitalhealthcoachuk.net/gpdproptoutexplained for more information to help you decide, and download an Opt-Out form.

Click here for more information.

All Patients can now access their medical records via the NHS App.

Please follow link to help you www.nhs.uk/nhs-app/

If you need any further information or need any back dated information please complete the form below and hand it to reception or email to: nnccg.roundwoodsurgery@nhs.net

Consent Form

The patients charter has now been extended to Primary Care and we aim to provide all our patients with a high quality service to meet your health care needs.

Aims
We will try to answer the telephone promptly (within 6 rings) and say who is answering your call…

The Practice will like to use your name, contact details and email address to inform you of NHS services, or provide inform about your health/information to manage your healthcare or information about the management of the NHS service. There may be occasions where authorised research facilities would like you to take part in research in regard to your particular health issues, to try improve your health., Your contact details may be used to invite you to receive further information about such research opportunities.

Complaints

Patient feedback is important to us as it helps us to improve the service we provide to patients. We take patient complaints seriously and will attempt to address your concerns to your satisfaction.

How do I make a complaint?

If you wish to complain about a non-clinical matter, our Reception Leads will be able to support you with this.

If you feel that the matter needs to be addressed by the Practice Management, please contact either Kirsty Walker (Assistant Practice Manager) or Mrs R Reavill (Practice Manager) either in person, by phone or in writing:

Tel: 01623 648880

Address: Roundwood Surgery, Wood Street, Mansfield, Nottinghamshire, NG18 1QQ

Email: nnicb-nn.roundwoodsurgery@nhs.net

Online: Roundwood Surgery – Complaints Form

If you are complaining on behalf of someone else, the Practice would require consent from the patient to discuss/address the matter with you.

What Happens Next?

The complaint will be acknowledged within 3 working days.  The practice will respond, after investigation, within the timeframe specified to you at the acknowledgement stage of the process.  Some complaints may take longer to address but you will be informed of a response time. If this cannot be met, the practice will keep you informed.

Please be assured making a complaint will not adversely affect your ongoing healthcare at the practice. We will deal with you fairly, compassionately and will endeavour to resolve the situation to a satisfactory conclusion.

Wherever possible, we aim to learn from complaints and take action to avoid similar occurrences.

How do I complain to someone Independent?

GP Practices would prefer to have the opportunity to answer complaints ourselves in the first instance. However, you may pass your complaint directly to:

Patient Experience Team

Nottingham and Nottinghamshire Integrated Care Board

Civic Centre

Arnot Hill Park

Nottingham Road

Arnold

Nottingham

NG5 6LU

Tel: 0115 8839570

Email: nnicb-nn.patientexperience@nhs.net

If you would like further information please follow the link to the ICB website: Patient Experience and Complaints – NHS Nottingham and Nottinghamshire ICB

However, please note, patients cannot raise the same complaint with the practice and ICB.

Is there a time limit?

A complaint must be made within 12 months of the date of the incident that caused the problem or the date of discovering the problem.

Please remember, the quicker you complain, the easier it will be to investigate the facts.

If you are not satisfied with the outcome?

You can contact the Parliamentary and Health Service Ombudsman (PHSO) on 0345 015 4033.

For more information see their website www.ombudsman.org.uk

Other useful contacts

POhWER, NHS Complaints Advocacy, on 0300 456 2370.  For more information see their website www.pohwer.net

Please click here to view our full Patient Privacy Notice

Clinical Practice Research Datalink (CPRD) collects de-identified patient data from a network of GP practices across the UK. Primary care data are linked to a range of other health related data to provide a longitudinal, representative UK population health dataset. You can opt out of your information being used for research purposes at any time (see below), full details can be found here: –

https://cprd.com/transparency-information

The legal bases for processing this information
CPRD do not hold or process personal data on patients; however, NHS Digital (formally the Health and Social Care Centre) may process ‘personal data’ for us as an accredited ‘safe haven’ or ‘trusted third-party’ within the NHS when linking GP data with data from other sources. The legal bases for processing this data are:

• Medicines and medical device monitoring: Article 6(e) and Article 9(2)(i) – public interest in the area of public health
• Medical research and statistics: Article 6(e) and Article 9(2)(j) – public interest and scientific research purposes

Any data CPRD hold or pass on to bona fide researchers, except for clinical research studies, will have been anonymised in accordance with the Information Commissioner’s Office Anonymisation Code of Practice. We will hold data indefinitely for the benefit of future research, but studies will normally only hold the data we release to them for twelve months.

Categories of personal data
The data collected by Practice staff in the event of a safeguarding situation will be as much personal information as is possible that is necessary to obtain in order to handle the situation. In addition to some basic demographic and contact details, we will also process details of what the safeguarding concern is. This is likely to be special category information (such as health information).

Sources of the data
The Practice will either receive or collect information when someone contacts the organisation with safeguarding concerns, or we believe there may be safeguarding concerns and make enquiries to relevant providers.

Recipients of personal data
The information is used by the Practice when handling a safeguarding incident or concern. We may share information accordingly to ensure duty of care and investigation as required with other partners such as local authorities, the police or healthcare professionals (i.e. their GP or mental health team).
 
Third Party Processors
In order to deliver the best possible service, the practice will share data (where required) with other NHS bodies such as other GP practices and hospitals. In addition, the practice will use carefully selected third party service providers. When we use a third party service provider to process data on our behalf then we will always have an appropriate agreement in place to ensure that they keep the data secure, that they do not use or share information other than in accordance with our instructions and that they are operating appropriately. Examples of functions that may be carried out by third parties include:

• Companies that provide IT services & support, including our core clinical systems; systems which manage patient facing services (such as our website and service accessible through the same); data hosting service providers; systems which facilitate appointment bookings or electronic prescription services; document management services etc.
• Delivery services (for example if we were to arrange for delivery of any medicines to you).
• Payment providers (if for example you were paying for a prescription or a service such as travel vaccinations).

Further details regarding specific third-party processors can be supplied on request to the Data Protection Officer as below.

How do we maintain the confidentiality of your records?
We are committed to protecting your privacy and will only use information collected lawfully in accordance with:

• Data Protection Act 2018
• The General Data Protection Regulations 2016
• Human Rights Act 1998
• Common Law Duty of Confidentiality
• Health and Social Care Act 2012
• NHS Codes of Confidentiality, Information Security and Records Management
• Information: To Share or Not to Share Review

Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential.

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), where the law requires information to be passed on and / or in accordance with the information sharing principle following Dame Fiona Caldicott’s information sharing review (Information to share or not to share) where “The duty to share information can be as important as the duty to protect patient confidentiality.” This means that health and social care professionals should have the confidence to share information in the best interests of their patients within the framework set out by the Caldicott principles.

Our practice policy is to respect the privacy of our patients, their families and our staff and to maintain compliance with the General Data Protection Regulation (GDPR) and all UK specific Data Protection Requirements. Our policy is to ensure all personal data related to our patients will be protected.

All employees and sub-contractors engaged by our practice are asked to sign a confidentiality agreement. The practice will, if required, sign a separate confidentiality agreement if the client deems it necessary. If a sub-contractor acts as a data processor for Roundwood Surgery an appropriate contract (art 24-28) will be established for the processing of your information.

In certain circumstances you may have the right to withdraw your consent to the processing of data. Please contact the Data Protection Officer in writing if you wish to withdraw your consent. If some circumstances we may need to store your data after your consent has been withdrawn to comply with a legislative requirement.

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 gain your consent before releasing the information for this purpose in an identifiable format. In some circumstances you can Opt-out of the surgery sharing any of your information for research purposes.

With your consent we would also like to use your information
There are times that we may want to use your information to contact you or offer you services, not directly about your healthcare, in these instances we will always gain your consent to contact you. We would however like to use your name, contact details and email address to inform you of other services that may benefit you. We will only do this with your consent. There may be occasions where authorised research facilities would like you to take part on innovations, research, improving services or identifying trends, you will be asked to opt into such programmes if you are happy to do so.
At any stage where we would like to use your data for anything other than the specified purposes and where there is no lawful requirement for us to share or process your data, we will ensure that you have the ability to consent and opt out prior to any data processing taking place.
This information is not shared with third parties or used for any marketing and you can unsubscribe at any time via phone, email or by informing the practice DPO as below

National Opt-Out Facility
You can choose whether your confidential patient information is used for research and planning.

Who can use your confidential patient information for research and planning?
It is used by the NHS, local authorities, university and hospital researchers, medical colleges and pharmaceutical companies researching new treatments.

Making your data opt-out choice
You can choose to opt out of sharing your confidential patient information for research and planning. There may still be times when your confidential patient information is used: for example, during an epidemic where there might be a risk to you or to other people’s health. You can also still consent to take part in a specific research project.

Will choosing this opt-out affect your care and treatment?
No, your confidential patient information will still be used for your individual care. Choosing to opt out will not affect your care and treatment. You will still be invited for screening services, such as screenings for bowel cancer.

What should you do next?
You do not need to do anything if you are happy about how your confidential patient information is used.
If you do not want your confidential patient information to be used for research and planning, you can choose to opt out securely online or through a telephone service.

You can change your choice at any time. To find out more or to make your choice visit http://nhs.uk/your-nhs-data-matters or call 0300 303 5678

Where do we store your information electronically?
All the personal data we process is processed by our staff in the UK however for the purposes of IT hosting and maintenance this information may be located on servers within the European Union.

No 3rd parties have access to your personal data unless the law allows them to do so and appropriate safeguards have been put in place such as a Data Processor as above). We have a Data Protection regime in place to oversee the effective and secure processing of your personal and or special category (sensitive, confidential) data.

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 / Foundation Trusts
• GP’s
• Primary Care Network
• NHS Commissioning Support Units
• Independent Contractors such as dentists, opticians, pharmacists
• Private Sector Providers
• Voluntary Sector Providers
• Ambulance Trusts
• Clinical Commissioning Groups
• Social Care Services
• NHS England (NHSE) and NHS Digital (NHSD)
• Multi Agency Safeguarding Hub (MASH)
• Local Authorities
• Education Services
• Fire and Rescue Services
• Police & Judicial Services
• Voluntary Sector Providers
• Private Sector Providers
• Other ‘data processors’ which you will be informed of

You will be informed who your data will be shared with and in some cases asked for consent for this to happen when this is required.

Computer System
This practice operates a Clinical Computer System on which NHS Staff record information securely. This information can then be shared with other clinicians so that everyone caring for you is fully informed about your medical history, including allergies and medication.

To provide around the clock safe care, unless you have asked us not to, we will make information available to our Partner Organisation (above). Wherever possible, their staff will ask your consent before your information is viewed.

Shared Care Records
To support your care and improve the sharing of relevant information to our partner organisations (as above) when they are involved in looking after you, we will share information to other systems. You can opt out of this sharing of your records with our partners at anytime if this sharing is based on your consent.

We may also use external companies to process personal information, such as for archiving purposes. These companies are bound by contractual agreements to ensure information is kept confidential and secure. All employees and sub-contractors engaged by our practice are asked to sign a confidentiality agreement. If a sub-contractor acts as a data processor for Roundwood Surgery an appropriate contract (art 24-28) will be established for the processing of your information.

Sharing your information without consent
We will normally ask you for your consent, but there are times when we may be required by law to share your information without your consent, for example:

• Where there is a serious risk of harm or abuse to you or other people;
• Safeguarding matters and investigations
• Where a serious crime, such as assault, is being investigated or where it could be prevented;
• Notification of New Births;
• Where we encounter infectious diseases that may endanger the safety of others, such as meningitis or measles (but not HIV/AIDS);
• Where a formal court order has been issued;
• Where there is a legal requirement, for example if you had committed a Road Traffic Offence.

How long will we store your information?
We are required under UK law to keep your information and data for the full retention periods as specified by the NHS Records management code of practice for health and social care and national archives requirements.

More information on records retention can be found online at https://digital.nhs.uk/article/1202/Records-Management-Code-of-Practice-for-Health-and-Social-Care-2016.

How can you access, amend move the personal data that you have given to us?
Even if we already hold your personal data, you still have various rights in relation to it. To get in touch about these, please contact us. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of any applicable laws. Please note that we may keep a record of your communications to help us resolve any issues which you raise.

Right to object: If we are using your data and you do not agree, you have the right to object. We will respond to your request within one month (although we may be allowed to extend this period in certain cases). This is NOT an absolute right sometimes we will need to process your data even if you object.

Right to withdraw consent: Where we have obtained your consent to process your personal data for certain activities (for example for a research project, or consent to send you information about us or matters you may be interested in), you may withdraw your consent at any time.

Right to erasure: In certain situations (for example, where we have processed your data unlawfully), you have the right to request us to “erase” your personal data. We will respond to your request within one month (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will delete your data but will need to keep a note of your name/ other basic details on our register of individuals who would prefer not to be contacted. This enables us to avoid contacting you in the future where your data are collected in unconnected circumstances. If you would prefer us not to do this, you are free to say so.

Right of data portability: If you wish, you have the right to transfer your data from us to another data controller. We will help with this with a GP to GP data transfer and transfer of your hard copy notes.

Primary Care Network
The objective of primary care networks (PCNs) is for group practices together to create more collaborative workforces which ease the pressure of GP’s, leaving them better able to focus on patient care. The aim is that by July 2019, all areas within England will be covered by a PCN.

Primary Care Networks form a key building block of the NHS long-term plan. Bringing general practices together to work at scale has been a policy priority for some years for a range of reasons, including improving the ability of practices to recruit and retain staff; to manage financial and estates pressures; to provide a wider range of services to patients and to more easily integrate with the wider health and care system.

All GP practices are expected to come together in geographical networks covering populations of approximately 30–50,000 patients by June 2019 if they are to take advantage of additional funding attached to the GP contract. This size is consistent with the size of the primary care homes, which exist in many places in the country, but much smaller than most GP Federations.

This means the practice may share your information with other practices within the PCN to provide you with your care and treatment.

Access to your personal information
Data Subject Access Requests (DSAR): You have a right under the Data Protection legislation to request access to view or to obtain copies of what information the surgery holds about you and to have it amended should it be inaccurate. To request this, you need to do the following:
• Your request should be made to the Practice. (For information from a hospital or other Trust/ NHS organisation you should write direct to them.
• There is no charge to have a copy of the information held about you
• We are required to provide you with information within one month
• You will need to give adequate information (for example full name, address, date of birth, NHS number and details of your request) so that your identity can be verified, and your records located information we hold about you at any time.

What should you do if your personal information changes?
You should tell us so that we can update our records please contact the Practice Manager as soon as any of your details change, this is especially important for changes of address or contact details (such as your mobile phone number), the practice will from time to time ask you to confirm that the information we currently hold is accurate and up-to-date.

Objections / Complaints
Should you have any concerns about how your information is managed at the GP, please contact the GP Practice Manager or the Data Protection Officer as above. If you are still unhappy following a review by the GP practice, you have a right to lodge a complaint with a supervisory authority: You have a right to complain to the UK supervisory Authority as below.

Information Commissioner:
Wycliffe house
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 01625 545745
https://ico.org.uk/

If you are happy for your data to be used for the purposes described in this privacy notice, then you do not need to do anything. If you have any concerns about how your data is shared, then please contact the Practice Data Protection Officer.
If you would like to know more about your rights in respect of the personal data we hold about you, please contact the Data Protection Officer as below.
Data Protection Officer:

The Practice Data Protection Officer is Paul Couldrey of PCIG Consulting Limited. Any queries regarding Data Protection issues should be addressed to him at: –

Email: Couldrey@me.com
Postal: PCIG Consulting Limited
7 Westacre Drive
Quarry Bank
Dudley
West Midlands
DY5 2EE

Changes:
It is important to point out that we may amend this Privacy Notice from time to time. If you are dissatisfied with any aspect of our Privacy Notice, please contact the Practice Data Protection Officer.

The Practice is dedicated to ensuring that the principles and duties of safeguarding adults and children are holistically, consistently and conscientiously applied with the wellbeing of all, at the heart of what we do.

Our legal basis for processing For the General Data Protection Regulation (GDPR) purposes is:

Article 6(1)(e) ‘…exercise of official authority…’.

For the processing of special categories data, the basis is:

Article 9(2)(b) – ‘processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law…’

Please click below for more information

There is a new Central NHS Computer System called the Summary Care Record (SCR). It is an electronic record which contains information about the medicines you take, allergies you suffer from and any bad reactions to medicines you have had.

Why do I need a Summary Care Record?

Storing information in one place makes it easier for healthcare staff to treat you in an emergency, or when your GP practice is closed.

This information could make a difference to how a doctor decides to care for you, for example which medicines they choose to prescribe for you.

Who can see it?

Only healthcare staff involved in your care can see your Summary Care Record.

How do I know if I have one?

Over half of the population of England now have a Summary Care Record.

Do I have to have one?

No, it is not compulsory. If you choose to opt out of the scheme, then you will need to complete a form and bring it along to the surgery. You can use the form at the foot of this page.

More Information

For further information visit the NHS Care records website.

Click here for more information.

Your Data Matters to the NHS

Information about your health and care helps us to improve your individual care, speed up diagnosis, plan your local services and research new treatments.

In May 2018, the strict rules about how this data can and cannot be used were strengthened. The NHS is committed to keeping patient information safe and always being clear about how it is used.

You can choose whether your confidential patient information is used for research and planning.

To find out more visit: http://nhs.uk/your-nhs-data-matter

Regulations allows you to find out what information is held about you including information held within your medical records, either in electronic or physical format.  This is known as the “right of subject access”.  If you would like to have access to all or part of your records, you can make a request in writing to the organisation that you believe holds your information.  This can be your GP, or a provider that is or has delivered your treatment and care.  You should however be aware that some details within your health records may be exempt from disclosure, however this will in the interests of your wellbeing or to protect the identity of a third party.

If you would like access to your GP record please submit your request in writing to:

Roundwood Surgery,
Wood Street,
Mansfield,
Nottinghamshire,
NG18 1QQ

Roundwood Surgery is committed to taking all reasonable precautions necessary to ensure the health, safety, welfare and well-being of its employees, patients and visitors, and endeavours to ensure that all employees are protected from physical and verbal abuse while they are working.

The Practice acknowledges that there may be instances where violence and/or aggression forms part of a patient’s illness. In these circumstances, the issue will be discussed with the patient and form part of their care planning.

This information will be recorded in the patient’s medical record and flagged to ensure that staff are aware. In addition, where deemed necessary, appropriate support will be put in place, e.g. staff member does not see the patient alone.

Patients who are under the excessive influence of drugs and/or alcohol will be asked to rebook their appointment.

This is in line with our Zero Tolerance Policy.

Definition of Physical and Verbal Abuse and Violence:

• Physical and verbal abuse includes:
• Unreasonable and/or offensive remarks or behaviour/rude gestures/innuendoes
• Sexual and Racial Harassment
• Threatening behaviour (with or without a weapon)
• Actual physical assault (whether or not it results in actual injury) includes being pushed or shoved as well as being hit, punched or attacked with a weapon, or being intentionally struck with bodily fluids or excrement
• Attacks on Partners, members of staff or the public
• Discrimination of any kind
• Damage to employee’s or employer’s property

The Practice supports the NHS Policy for Zero Tolerance which defines violence as:

Any incident where staff are abused, threatened or assaulted in circumstances related to their work, involving an explicit or implicit challenge to their safety, well-being or health.

Violence and aggression towards a person may also be defined as:

A physical contact with another person which may or may not result in pain or injury. The contact is uninvited and is an attempt to cause harm, injury or to intimidate. Non-physical aggression includes the use of language which causes offence or threatens the safety of a member of staff.

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