Your Information, Your Rights
Our Fair Processing Notice explains why we collect information about you and how that information may be used to deliver your direct care and manage the local health and social care system.
The notice reflects:
What information we collect about you;
How and why we use that information;
How we retain your information and keep it secure;
Who we share your information with and why we do this.
The notice also explains your rights in relation to consent to use your information, the right to control who can see your data and how to seek advice and support if you feel that your information has not been used appropriately.
The full Fair Processing Notice is provided below. Alternatively, a PDF version of the notice can be downloaded here.
Being transparent and providing accessible information to patients about how we will use your personal information is a key element of the Data Protection Act 2018 and the EU General Data Protection Regulations (GDPR).
The following notice reminds you of your rights in respect of the above legislation and how your GP Practice will use your information for lawful purposes in order to deliver your care and the effective management of the local NHS system.
This notice reflects how we use information for:
- The management of patient records;
- Communication concerning your clinical, social and supported care;
- Ensuring the quality of your care and the best clinical outcomes are achieved through clinical audit and retrospective review;
- Participation in health and social care research; and
- The management and clinical planning of services to ensure that appropriate care is in place for our patients today and in the future.
As your registered GP practice and provider of primary care services, we are the data controller for any personal data that we hold about you. A Data Controller has overall control of the practice data and is responsible for keeping your information secure and confidential. The contact details are:
Salford Primary Care Together
2 City Approach
Data Protection Officer (DPO)
The GDPR requires that public authorities appoint a DPO. The primary role of the DPO is to ensure that the processing of personal data of staff, patients and any other individuals processed by the organisation is in compliance with the relevant data protection rules. Although the DPO oversees compliance with data protection regulations, the responsibility for compliance is held by the Data Controller.
The DPO for Salford Primary Care Together is:
Salford Primary Care Together
3rd Floor, 2 City Approach
What information do we collect and use?
All personal data must be processed fairly and lawfully, whether is it received directly from you or from a third party in relation to the your care.
We will collect the following types of information from you or about you from a third party (provider organisation) engaged in the delivery of your care:
- ‘Personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified from the data. This includes, but is not limited to name, date of birth, full postcode, address, next of kin and NHS Number;
- ‘Special category / sensitive data’ such as medical history including details of appointments and contact with you, medication, emergency appointments and admissions, clinical notes, treatments, results of investigations, supportive care arrangements, social care status, race, ethnic origin, genetics and sexual orientation.
Your healthcare records contain information about your health and any treatment or care you have received previously (e.g. from an acute hospital, GP surgery, community care provider, mental health care provider, walk-in centre, social services). These records may be electronic, a paper record or a mixture of both. We use a combination of technologies and working practices to ensure that we keep your information secure and confidential.
Why do we collect this information?
The NHS Act 2006 and the Health and Social Care Act 2012 invests statutory functions on GP Practices to promote and provide the health service in England, improve quality of services, reduce inequalities, conduct research, review performance of services and deliver education and training. To do this we will need to process your information in accordance with current data protection legislation to:
- Protect your vital interests;
- Pursue our legitimate interests as a provider of medical care, particularly where the individual is a child or a vulnerable adult;
- Perform tasks in the public’s interest;
- Deliver preventative medicine, medical diagnosis, medical research; and
- Manage the health and social care system and services.
How is the information collected?
Your information will be collected either electronically using secure NHS Mail or a secure electronic transferred over an NHS encrypted network connection. In addition physical information will be sent to your practice. This information will be retained within your GP’s electronic patient record or within your physical medical records.
Who will we share your information with?
In order to deliver and coordinate your health and social care, we may share information with the following organisations:
- Local GP Practices in order to deliver extended primary care services
- NHS 111 and Out of Hours Service
- Local Social Services and Community Care services
- Voluntary Support Organisations commissioned to provide services
Your information will only be shared if it is appropriate for the provision of your care or required to satisfy our statutory function and legal obligations.
Your information will not be transferred outside of the European Union.
Whilst we might share your information with the above organisations, we may also receive information from them to ensure that your medical records are kept up to date and so that we can provide the appropriate care.
In addition we may receive data from partnering organisations and healthcare providers. This information is used to help us improve ‘out of hospital care’. Data may include (but is not limited to) interventions such as flu vaccinations or health checks provided in the community or notifications of urgent medicine supplies by community pharmacies.
At Salford Primary Care Together we may send out SMS text message to patients in order to support the delivery of direct care. This will most commonly be in the form of ‘2-Way’ text messaging to remind patients of upcoming pre-booked appointments and to allow patients to cancel unwanted appointments through reply SMS without needing to phone the surgery. We may also contact you by this means to support delivery of other direct care services. This may include, (but is not limited to) invitations to book in for flu vaccination clinics or annual review appointments. We will never use this text messaging service to contact you for marketing or any other purposes which fall outside the definition of direct care.
Our SMS solution is provided by the iPLATO, a web-based company that is hosted securely within N3 (the NHS network), and is compliant with the NHS Information Governance Statement of Compliance. There is a clear and unambiguous ability and legal basis for sharing data with iPLATO for processing patient data to deliver healthcare services under GDPR. Nevertheless, we operate a consent based approach to managing patient communication preferences and any patients who wish to withdraw or ‘opt-out’ of receiving text messages should contact the practice reception team.
We will never under any circumstances sell your personal information.
How do we maintain the confidentiality of your records?
We are committed to protecting your privacy and will only use information that has been collected lawfully. Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential. We maintain our duty of confidentiality by conducting annual training and awareness, ensuring access to personal data is limited to the appropriate staff and information is only shared with organisations and individuals that have a legitimate and legal basis for access.
Furthermore, all Salford Primary Care Together staff are bound by confidentiality agreements as part of their contracts of employment. This obligation applies at all times, whether before or after termination of employment.
Information is not held for longer than is necessary. We will hold your information in accordance with the Records Management Code of Practice for Health and Social Care 2016.
Consent and Objections
Do I need to give my consent?
The GDPR sets a high standard for consent. Consent means offering people genuine choice and control over how their data is used. When consent is used properly, it helps you build trust and enhance your reputation. However consent is only one potential lawful basis for processing information. Therefore Salford Primary Care Together may not need to seek your explicit consent for every instance of processing and sharing your information, on the condition that the processing is carried out in accordance with this notice. Your GP Practice will contact you if they are required to share your information for any other purpose which is not mentioned within this notice. Your consent will be documented within your electronic patient record.
What will happen if I withhold my consent or raise an objection?
You have the right to write to withdraw your consent to any time for any particular instance of processing, provided consent is the legal basis for the processing. Please contact Salford Primary Care Together for further information and to raise your objection. You can do this by either directly contacting our reception team or by emailing us at firstname.lastname@example.org.
Health Risk Screening / Risk Stratification
Health Risk Screening or Risk Stratification is a process that helps our team to determine whether you are at risk of an unplanned admission or deterioration in health. By using selected information such as age, gender, NHS number, diagnosis, existing long term condition(s), medication history, patterns of hospital attendances, admissions and periods of access to community care we will be able to judge if you are likely to need more support and care from time to time, or if the right services are in place to support the local population’s needs.
To summarise Risk Stratification is used in the NHS to:
- Help decide if a patient is at a greater risk of suffering from a particular condition;
- Prevent an emergency admission;
- Identify if a patient needs medical help to prevent a health condition from getting worse; and/or
- Review and amend provision of current health and social care services.
We will use computer based algorithms or calculations to identify their registered patients who are at most risk, with support from NHS Salford Clinical Commissioning Group (CCG), NHS Greater Manchester Shared Services (GMSS) and/or a third party accredited Risk Stratification provider. Neither GMSS nor Salford CCG will at any time have access to your personal or confidential data. They will only act on our behalf to organise the risk stratification service with appropriate contractual technical and security measures in place.
Salford Primary Care Together staff will routinely conduct the risk stratification process outside of your GP appointment. Resulting reports are then reviewed by a multidisciplinary team of staff within the Practice. This may result in contact being made with you if alterations to the provision of your care are identified.
A Section 251 Agreement is where the Secretary of State for Health and Social Care has granted permission for personal data to be used for the purposes of risk stratification, in acknowledgement that it would overburden the NHS to conduct manual reviews of all patient registers held by individual providers.
As mentioned above, you have the right to object to your information being used in this way. However you should be aware that your objection may have a negative impact on the timely and proactive provision of your direct care. You are welcome to contact the practice to discuss how disclosure of your personal data can be limited.
Sharing of Electronic Patient Records within the NHS
Electronic patient records are kept in most places where you receive healthcare. Electronic systems used in the practice enable your record to be shared with organisations involved in your direct care, such as:
- Community services such as district nurses, rehabilitation services, telehealth and out of hospital services.
- Child health services that undertake routine treatment or health screening
- Urgent care organisations, minor injury units or out of hours services
- Palliative care hospitals
- Mental Health Trusts
- The Health & Wellbeing Team
- Social Care organisations
At a national level, NHS England have implemented the Summary Care Record which contains information including medication you are taking and any bad reactions to medication that you have had in the past.
In most cases, particularly for patients with complex conditions and care arrangements, the shared electronic health record plays a vital role in delivering the best care and a coordinated response, taking into account all aspects of a person’s physical and mental health. Many patients are understandably not able to provide a full account of their care, or may not be in a position to do so. The shared record means patients do not have to repeat their medical history at every care setting.
Your record will be automatically setup to be shared with the organisations listed above, however you have the right to ask your GP to disable this function or restrict access to specific elements of your record. This will mean that the information recorded by your GP will not be visible at any other care setting.
You can also reinstate your consent at any time by giving your permission to override your previous dissent.
In addition, Salford has its own local patient record sharing system known as the Salford Integrated Record (SIR). SIR contains the information held on your GP record as well as information from your clinic and hospital records. This record is only accessible by health and social care professionals directly involved in your care. You will be asked for permission to view your record each time you come into contact with a health professional and every time a record is viewed the identity of the reader is recorded You can request details of all the people who have accessed your SIR. Staff can be asked to give a reason why they have viewed your record and will be disciplined if rules on confidentiality are broken. As this forms an element of direct patient care, there is no option to opt out of the SIR.
If you have received treatment within the NHS, the local Commissioning Support Unit (CSU) may require access to your personal information to determine which Clinical Commissioning Group is responsible for payment for the treatment or procedures you have received. Information such as your name, address, date of treatment and associated treatment code may be passed onto the CSU to enable them to process the bill. These details are held in a secure environment and kept confidential. This information is only used to validate invoices in accordance with the current Section 251 Agreement, and will not be shared for any further commissioning purposes.
Your Right of Access to Your Records
The Data Protection Act and General Data Protection 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 practice, 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 contact our reception team.
In the event that your feel Salford Primary Care Together has not complied with the current data protection legislation, either in responding to your request or in our general processing of your personal information, please raise your concerns with us. There are three ways that you can do this:
- Verbally, by speaking to ANY member of SPCT staff
- By letter or by completing a Service User Feedback Form (within complaints leaflet) and returning to the service or posting to:
- In writing to: Executive Lead for Direct Delivery/Complaints Manager, Salford Primary Care Together, 3rd Floor, 2 City Approach, Albert Street, Eccles, M30 0BL
Full details of the SPCT complaints process is available in the Complaints Procedure and this can be obtained from our reception team.
If you remain dissatisfied with our response you can contact the Information Commissioner’s Office at Wycliffe House, Water Lane, Wimslow, Cheshire SK9 5AF – Enquiry Line: 01625 545700 or online at www.ico.gov.uk