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How We Use Your Information

How and why we keep information about you and how you can choose who sees it


Why do we collect information about you?

In order to support your care, health professionals maintain records about you.  We take great care to ensure your information is kept securely, that it is up to date, it is accurate and used appropriately. All of our Practice staff are fully trained to understand their legal and professional obligations to protect your information and will only look at your information if they need to.  They will only look at what they need to in order to do things like book you an appointment, give general health advice, provide you with care and if necessary refer you on to other services.


What information do we hold about you?

NHS health records may be electronic, on paper or a mixture of both, and we use a combination of working practices and technology to ensure that your information is kept confidential and secure. Records which this GP Practice hold about you may include the following information;


  •        Your age, contact details and next of kin

  •        Details of your appointments, clinic visits etc.

  •        Records about your health, illness, treatment and care

  •        Results of investigations, like laboratory tests, x-rays, etc.

  •        Information from other health professionals, relatives or those who care for you


When is your information shared?

We will only use or pass on information about you to other health professionals to support your care.  If we feel that it is in your best interests to share your information with someone else e.g. Social Care or a Voluntary Organisation that could support you we will ask your permission to do so.  Everyone who has access to your information is required by Law to keep it confidential.  We will not disclose your information to anyone else without your permission unless in exceptional circumstances e.g. a life or death situation.  We are also required by law to share certain information such as the birth of a new baby, infectious diseases that may put you or others at risk or where a Court has decided we must. 


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
  • 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
  • Health and Social Care Information Centre (HSCIC)
  • Local authorities
  • Education services
  • Fire and Rescue Services
  • Police and Judical services
  • Voluntary Sector Providers
  • Private Sector Providers
  • The National Diabetes Audit
  • 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 explicit consent for this happen when this is required.


You have the choice to share or not to share

You can ask for all or some of your information not to be shared outside of the practice. If you decide not to share at all this will not affect your entitlement to care. However, it may result in the delivery of your care being less efficient as other health professionals will not see your full medical history. If you have any concerns about how your information is shared or held, please contact the Practice Manager.


How your records are stored

Our practice and all GP Practices on the Isle of Wight use an electronic clinical records programme called TPP SystmOne which is where all of your information will be stored unless we hold paper records about you which will remain on paper.  Because of this, we can share information electronically and securely about your care to support you more effectively.  Other services that use SystmOne will ask your permission to see your information when they first see you.


Access to your health information

You have a right to access, view or obtain copies of information the practice holds about you, and to have it amended or removed should it be inaccurate. You can make what is called a ‘Subject Access Request’

Your request must be made in writing to the GP - for information from the hospital you should write direct to them. There may be a charge to have a printed copy of the information held about you.

We are required to respond to you within a set time limit

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.


Can my information be used for any other reason?

The NHS currently uses your information in an anonymous and safe way to:

  • protect the health of the public
  • help us anticipate, plan and provide care
  • audit and monitor and evaluate the quality of services provided 

Information used for these purposes will not identify you but if you would like further details about this, or if you do not want us to use your information in this way, please contact the Practice Manager.


Change of Details

It is important that you tell the person treating you if any of your details such as your name or address have changed or if any of your details such as date of birth in incorrect in order for this to be amended. You have a responsibility to inform us of any changes so our records are accurate and up to date for you.


The Data Protection act 1998 requires organisations to register a notification with the Information Commissioner to describe the purposes for which they process personal and sensitive information.

This information is publicly available on the Information Commissioners Office website

The practice is registered with the Information Commissioners Office (ICO)


Who is the Data Controller?

The Data Controller, responsible for keeping your information secure and confidential is:

The Partners

Sandown Health Centre



Isle of Wight

PO36 9GA


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