Privacy Notice

How We Use Your Information

This privacy notice explains why we collect information about our patients, how that information may be used and how we keep it safe.

Why We Collect Information About You

Healthcare professionals who provide you with care are required by law to maintain records about your health and any treatment you have received within any NHS organisation. These records enable you to have the best possible care by ensuring all healthcare professionals have access to the same information about you.  

What Information Do We Hold About You?

We collect and hold information only for the purpose of providing healthcare services to our patients. We will ensure that this information is kept confidential and secure. 

We may keep your data in written and/or digital formats for both record-keeping and ease of access. The records may include basic details about yourself; for example your name, address, Next of kin, and NHS Number. This data may also include more sensitive information about your health; for example notes and reports about your health, any treatment you have received, appointment information, investigations such as blood tests, X-rays etc, relevant information given from other health professionals, relatives or those who care for you and all telephone calls with the practice are recorded for training or monitoring purposes.

Identifiable information about you will be shared with others in the following circumstances:

  • To provide further medical treatment for you e.g. from district nurses and hospital services.
  • To help you gain access to other services e.g. the social work department. This requires your consent.
  • When we have a duty to others e.g. in child protection cases. 
  • Anonymised patient information will also be used at local and national levels to help the Health Board and Government plan services e.g. for diabetic care.

Sometimes your information may be requested to be used for clinical research purposes, however the practice will ensure that patient records cannot be identified. 

If you do not wish anonymous information about you to be used in such a way, please let us know.

How We Keep Your Details Confidential

Reception and administration staff require access to your medical records in order to do their jobs. All NHS staff are bound by the same rules of confidentiality. Information provided in confidence will only be used for the purposes intended and with consent given by the patient unless the circumstances are covered by law.

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. This service may be provided directly by the practice or by members of the Sheffield CCG Medicines Management Team.


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 or where it is required by law.

Legal Basis For Processing Your Data

Our legal basis for processing your data under GDPR are:

Article 6(1)(c) 'processing is necessary for compliance with a legal obligation to which the controller is subject..'

Article 9(2)(h) 'processing is necessary for the purpose of preventative...medicine..the provision of health or social care or treatment of the management of health or social care systems and services..'

We are required by law to to share data from your medical records with NHS England, Public Health England, and Care Quality Commission. This is so  they can ensure the care being provided is safe, to plan and manage services, and to prevent infectious diseases from spreading. We are also required to send data to NHS Digital (the national body which is legally responsible for collecting information about health services).  For information about NHS Digital and how they use this information click here.

How We Use Your Information

We use your information to enable our clinicians to provide you with better treatment, to improve our services through clinical audit, investigating any complaints of queries, prepare statistics for NHS performance, ensuring we receive payment for any treatment you receive, training and educating healthcare professionals, and also undertaking clinical research using anonymised data.  On the occasion that clinical research needs to use identifiable information, your consent will be sought beforehand.

Mobile Telephone Numbers

If you provide us with a mobile number we may use this to send you appointment reminders or health campaigns - e.g. if you are eligible for a flu vaccination. If you would like to opt in to this please make sure that reception staff have your up-to-date mobile number.

Freedom Of Information 

Information about the General Practitioners and the practice which is required for disclosure under this Act can be made available to the public. All requests for such information should be made to the Practice Manager.

Access To Records

In accordance with the General Data Protection Regulations, patients may request to see or have a copy of their medical records. Such requests should be made through the Practice Manager and a Subject Access Request Form will need to be completed. No information will be released without patient consent unless we are legally obliged to do so.

Medical Records And How Long They Are Kept

GP Records are kept securely in line within national guidance. For more information please click here or speak to the Practice Manager. 

The Right To Withdraw Consent For Us To Share Your Personal Information

You have the right to refuse or withdraw consent to share information with other health care providers; however, if this will limit the treatment you are able to receive, the clinician will explain this at the time you request withdrawal of, or refuse, your consent. Please speak to your GP or Practice Manager regarding this.

However, you may not withdraw consent to your name, address and other demographics being sent to NHS Digital, as this information is required by law, and is necessary if you wish to be registered to receive NHS care. 

The Right To Complain

If you feel that your data has been breached, you have the right to complain to the Information Commissioner's on 0303 123 1113 or click here.