Your information and how we use it
Confidential information about you
City Health Practice Limited (CHPL) collects stores and uses large amounts of personal data every day, such as medical records, personal records and computerised information. This data is used by many people in the course of their work. As part of the City Health Care Partnership Federation - our registered address is 5 Beacon Way Brighton Street HULL, HU3 4AE
We take our duty to protect your personal information and confidentiality very seriously and we are committed to taking all reasonable measures to make sure the personal data we are responsible for is confidential and secure, whether it’s on a computer or on paper.
There is an appointed Senior Information Risk Owner, who is accountable for the management of all information assets and any associated risks and incidents, and a Caldicott Guardian who is responsible for the management of patient information and patient confidentiality.
We have a Data Protection Officer who makes sure CHPL is accountable and that we comply with the GDPR/Data Protection Act 2018 Data Protection Officer: email@example.com
5 Beacon Way, HULL HU3 4AE Tel: 01482 347627
What information do we collect about you?
The doctors, nurses and team of healthcare professionals caring for you keep records about your health and any treatment and care you receive. The information in the record may come from your GP or other care providers like social care. These records help to ensure that you receive the best possible care. They may be written down in paper records or held on a computer. These records may include:
- Basic details about you such as name, address, date of birth, next of kin, etc
- Contacts we have had with you such as appointments or clinic visits
- Notes and reports about your health, treatment and care
- Results of x-rays, scans and laboratory tests
- Relevant information from people who care for you and know you well such as health professionals and relatives.
It is essential that your details are accurate and up-to-date. Always check that your personal details are correct when you visit us and please tell us about any changes as soon as possible.
How your personal information is used
Your records are used to direct, manage and deliver the care you receive. This is to make sure that:
- The doctors, nurses and other healthcare professionals involved in your care have accurate and up to date information to assess your health and decide on the most appropriate care for you
- Healthcare professionals (including partner organisations) delivering your care have the information they need to be able to assess and improve the quality and type of care you receive
Appropriate information is available if you see another doctor, or are referred to a specialist or another part of the NHS.
Our lawful basis for processing your information under Data Protection legislation is:
- Public task: the processing is necessary to perform a task in the public interest, or our official functions, which have a clear basis in law. Article 6 (e) (GDPR/DPA18)
- The processing is necessary for the purpose of preventative or occupational medicine, the assessment of the working capacity of employees, medical diagnosis, the provision of health or social care or treatment or management of health or social care system. Article 9 (2) (h) (GDPR/DPA18)
- The 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. Article 9 (2) (b) (GDPR/DPA18)
Your information will also be used to help us manage the NHS and protect the health of the public by being used to:
- Review the care we provide to ensure it is of the highest standard and quality
- Protect the health of the general public
- Manage the health service
- Ensure our services can meet patient needs in the future
- Investigate patient queries, complaints and legal claims
- Ensure the hospital receives payment for the care you receive
- Prepare statistics on NHS performance
- Audit NHS accounts and services
- Undertake heath research and development (see below)
- Help to train and educate healthcare professionals
For these purposes, we use anonymous data wherever possible.
Who do we share personal information with?
Everyone working within CHPL has a legal duty to keep information about you confidential. Similarly, anyone who receives information from us has a legal duty to keep it confidential.
We will share information with the following main partner organisations:
- Other NHS trusts and hospitals that are involved in your care
- Clinical commissioning groups and other NHS bodies (see below)
- General practitioners (GPs)
- Ambulance services.
You may be receiving care from other people as well as the NHS, for example social care services. We may need to share some information about you with them so we can all work together for your benefit, if they have a genuine need for it or we have your permission. Therefore, we may also share your information, subject to strict agreement about how it will be used, with:
- Social care services
- Education services
- Local authorities
- Voluntary and private sector providers working with the NHS.
We will not disclose your information to any other third parties unless:
- We have your permission
- We have to share by law
- We have good reason to believe that failing to share the information will put you or someone else at risk of serious harm or abuse
- We hold information that is essential to prevent, detect, investigate or punish a serious crime.
Please ask our staff if you have any concerns or would like further information. Alternatively you can contact the Data Protection Officer or the Information Governance Team, 5 Beacon Way, HULL, HU3 4AE or Tel: 01482 347627 or email firstname.lastname@example.org
National Data Opt Out
Data being used or shared for purposes beyond individual care does not include your data being shared with insurance companies or used for marketing purposes and data would only be used in this way with your specific agreement.
Health and care organisations have until 2020 to put systems and processes in place so they can apply your national data opt-out choice. Our organisation is able to apply your national data opt-out choice to any confidential patient information we may use or share with other organisations for purposes beyond your individual care.
Clinical commissioning groups (CCGs)
CCGs are responsible for planning the health needs of their patients and for paying to keep their local hospitals running. Electronic data is sent to CCGs with your name and address removed, but including NHS numbers and postcodes. Exactly the same information is sent to the Office of National Statistics which produces information about the performance of hospitals.
Other organisations such as specialist disease registries receive information about particular areas of healthcare. This is important to ensure that the NHS provides the best possible treatments both now and in the future.
Sometimes we undertake studies and we may ask you for additional co-operation to take part in these; they may involve you in extra tests or visits to the hospital. You always have a choice whether or not to be involved after being given detailed information. If you choose not to take part this will not affect your future treatment in any way.
From time to time, staff caring for you may be accompanied by students for teaching purposes. You have the right to refuse the presence of a student. If you have any strong feelings about this or require any further information do not hesitate to let staff know.
The NHS Care Record Guarantee
The NHS Care Record Guarantee (PDF, 128.2kB) for England sets out the rules that govern how patient information is used in the NHS and what control the patient can have over this.
It covers people’s access to their own records, controls on others’ access, how access will be monitored and policed, options people have to further limit access, access in an emergency and what happens when someone cannot make decisions for themselves.
Everyone who works for the NHS, or for organisations delivering services under contract to the NHS, has to comply with this guarantee.
We will ensure your rights are respected. You have the right to:
- Be informed – we will tell you what we do with your information. We do this through notices like this, service information leaflets, notices on our website and posters
- Rectification - we will correct any personal information if it is inaccurate or rectify any data that is incomplete
- Object – you have the right to object how we process your information. Your objection will be considered in relation to your particular situation. We will stop processing unless there is a legitimate reason for us not to e.g. we need to process your data to provide you with safe care.
If you would like to raise an objection about how we process your information, please speak to your health professional or alternatively write/email the Information Governance Team at the below address.
Restrict processing - we will temporarily restrict processing your data, whilst we check the information, if you query the accuracy of it. We will also restrict processing (if you raise an objection to how we process your data) whilst we consider your objection.
Access – you can ask for copies of information we hold about you. This is called a subject access request.
How you can access your records
If you would like to request a copy of your medical record, please complete our access to record form and send to Information Governance at 5 Beacon Way Brighton Street Hull HU3 4AE or email / write to us at email@example.com.
SMS Text Messaging
Your contact details are important to us, meaning that we can contact you in regard to appointment bookings, appointment cancellations and as a means of reminding you of your forthcoming appointments. The contact information we store will only be used by us in relation to your healthcare and we will not pass on your information to any other party other than the third party company used to deliver our free of charge appointment reminder service. They are also obliged to keep your information secure and used only for that purpose.
Sending Data to other countries
Sometimes your data may be processed outside the UK. In most circumstances it will remain within the European Economic Area (EEA) and will have the same protection as if processed within this country. When this is outside the EEA we will identify the data protections in place prior to transfer.
How long we keep your information
All personal information will be kept in line with the retention periods in the Department of Health Records Management Code of Practice for Health and Social Care Records 2016.
The Data Protection Act 2018 requires organisations to notify with the Information Commissioner to describe the purpose for which they process personal information. These details are publicly available on the Information Commissioner’s website: ico.org.uk/
If you have any complaint about how we have handled your data you can make a complaint to CHPL directly by contacting 01482 335560.
You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113 or report online at: https://ico.org.uk/concerns/handling/
Information governance enquiries please contact:
Data Protection Officer, City Health Care Partnership CIC, 5 Beacon Way, HULL, HU3 4AE Tel: 01482 347627 or email: firstname.lastname@example.org