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Data Protection and Privacy Notice

Patient Privacy Notice

We understand how important it is to keep your personal information safe and secure and we take this very seriously. We have taken steps to make sure your personal information is looked after in the best possible way and we review this regularly.

Please read this Privacy Notice carefully, as it contains important information about how we use the personal and healthcare information we collect on your behalf.


We are required to provide you with this Privacy Notice by Law. It explains how we use the personal and healthcare information we collect, store and hold about you. If you are unclear about how we process or use your personal and healthcare information, or you have any questions about this Privacy Notice or any other issue regarding your personal and healthcare information, then please do contact our Data Protection Officer (details below).

The Law says:

  1. We must let you know why we collect personal and healthcare information about you;
  2. We must let you know how we use any personal and/or healthcare information we hold on you;
  3. We need to inform you in respect of what we do with it;
  4. We need to tell you about who we share it with or pass it on to and why; and
  5. We need to let you know how long we can keep it for.


The Data Protection Officer for the Surgery is Shona Wragg (Practice Manager). She can be contacted if:

  • You have any questions about how your information is being held;
  • If you require access to your information or if you wish to make a change to your information;
  • If you wish to make a complaint about anything to do with the personal and healthcare information we hold about you;
  • Or any other query relating to this notice and your rights as a patient.


We, at Dr R Mehrotra's Surgery, are a Data Controller of your information. This means we are responsible for collecting, storing and handling your personal and healthcare information when you register with us as a patient.

There may be times where we also process your information. That means we use it for a particular purpose and, therefore, on those occasions we may also be Data Processors. The purposes for which we use your information are set out in this Privacy Notice.


The information we collect from you will include:

  1. Details about you such as your name, address, date of birth, telephone number, mobile telephone number and email address, including place of work and work contact details;
  2. Details and contact numbers of your next of kin;
  3. Your age range, gender, ethnicity;
  4. Details in relation to your medical history;
  5. Any contact the Surgery has had with you, such as appointments, visits, emergency appointments etc
  6. The reason for your visit to the Surgery;
  7. Medical notes and details of diagnosis and consultations with our GPs and other health professionals within the Surgery involved in your direct healthcare.


We also collect personal information about you when it is sent to us from the following:

  1. A hospital, a consultant or any other medical or healthcare professional, or any other person involved with your general healthcare.


Your summary care record is an electronic record of your healthcare history (and other relevant personal information) held on a national healthcare records database provided and facilitated by NHS England.

This record may be shared with other healthcare professionals, and additions to this record may also be made by relevant healthcare professionals and organisations involved in your direct healthcare.

You may have the right to demand that this record is not shared with anyone who is not involved in the provision of your direct healthcare. If you wish to enquire further as to your rights in respect of not sharing information on this record then please contact our Data Protection Officer.

To find out more about the wider use of confidential personal information and to register your choice to opt out if you do not want your data to be used in this way, please visit

Please note that if you do choose to opt out, you can still consent to your data being used for specific purposes. However, if you are happy with this use of information you do not need to do anything. You may however change your choice at any time.


Whenever you use a health or care service, such as attending Accident & Emergency or using Community Care Services, important information about you is collected to help ensure you get the best possible care and treatment. This information may be passed to other approved organisations where there is a legal basis, to help with planning services, improving care, research into developing new treatments and preventing illness. All of this helps in providing better care to you and your family and future generations. However, as explained in this privacy notice, confidential information about your health and care is only used in this way where allowed by law and would never be used for any other purpose without your clear and explicit consent.

We may pass your personal information on to the following people or organisations, because these organisations may require your information to assist them in the provision of your direct healthcare needs. It, therefore, may be important for them to be able to access your information in order to ensure they may properly deliver their services to you:

  1. NHS Trusts/Foundation Trusts;
  2. Hospital Professionals (such as doctors, consultants, nurses, etc.);
  3. Other GPs/Doctors, Nurses and other Healthcare Professionals;
  4. Independent Contractors such as Dentists, Opticians and Pharmacists;
  5. Any other person that is involved in providing services related to your general healthcare, including mental health professionals.


  1. Commissioners;
  2. Clinical Commissioning Groups;
  3. Local Authorities;
  4. Community Health Services;
  5. Private Sector Providers;
  6. Voluntary Sector Providers;
  7. Ambulance Services;
  8. Social Care Services;
  9. Care Quality Commission;
  10. Local Authorities;
  11. Education Services;
  12. Fire and Rescue Services;
  13. Police and Judicial Services
  14. Solicitors and Insurance Companies;
  15. Anyone you have given your consent to, to view or receive your record, or part of your record. Please note that if you give another person or organisation consent to access your record, then we will need to contact you in order to verify your consent before we release that record. It is important that you understand how much and what aspects of, your record you give consent to be disclosed.
  16. Extended Access – we provide extended access services to our patients; this means that you can access medical services outside of our normal working hours.

This means that those key “hub” organisations will have to have access to your medical record in order to be able to offer you these services. Please note that in order to ensure that those organisations comply with the law, and to protect the use of your information, we have very robust data sharing agreements and other clear arrangements in place to ensure your data is always protected and used for those purposes only.

The key Hub locations are as follows:

The Healthcare Surgery, Palgrave Road, S5 8GS

Crookes Surgery, 203-205 School Road, S10 1GN

Sloan Medical Centre, 2 Little London Road, S8 0HY

Woodhouse Medical Centre, 5-7 Skelton Lane, S13 7LY

Q. Data Extraction by the Clinical Commissioning Group – the clinical Commissioning group at times extracts medical information about you, but the information we pass to them via our computer systems cannot identify you to them. This information only refers to you by way of a code that only your practice can identify (it is pseudo-anonymised). This therefore protects you from anyone who may have access to this information at the Clinical Commissioning Group from ever identifying you as a result of seeing the medical information, and we will never give them the information that would enable them to do this.

There are good reasons why the Clinical Commissioning Group may require this pseudo-anonymised information, these are as follows:

  1. Producing monitoring reports for locally held CCG contracts
  2. Medicines optimisation team reporting


Sometimes we may provide information about you in an anonymised form. If we do so, then none of the information we provide to any other party will identify you as an individual and cannot be traced back to you.


The Law gives you certain rights to view the personal and healthcare information that we hold about you, as set out below:

A. Access and Subject Access Requests

You have the right to see what information we hold about you and to request a copy of this information.

If you would like a copy of the information that we hold about you, then this needs to be made in writing. The practice has a standard form to be completed that can be obtained through reception. We provide this information free of charge however, we may in some limited and exceptional circumstances have to make an administrative charge for any extra copies if the information requested is excessive, complex or repetitive.

We have 30 calendar days to reply to you and provide you with the information that you require. We would ask, therefore, that any requests you make are in writing, and you make it clear to us what and how much information you need, along with the relevant dates that you need the information for.

B. Online Access

You may ask us if you wish to have online access to your medical record. However, there will be certain protocols that we have to follow in order to give you online access, which may include written consent and production of documents that prove your identity.

Please note that when we give you online access, it is your responsibility to make sure that you keep your personal information safe and secure if you do not wish any third party to gain access.

C. Correction

We want to make sure that your personal information is accurate and up to date. You may ask us to correct any information you think is inaccurate. It is very important that you make sure to tell us if your contact details including your mobile phone number has changed.

D. Removal

You have the right to ask for your information to be removed however, if we require this information to assist us in providing you with appropriate medical services and diagnosis for your healthcare, then removal may not be possible.

E. Objection

We cannot share your information with anyone else for a purpose that is not directly related to your health, e.g. medical research, educational purposes, etc. We would ask you for your consent in order to do this however, you have the right to request that your personal and healthcare information is not shared by the surgery in this way. Please note the Anonymised Information section in this Privacy Notice.

F. Transfer

You have the right to request that your personal and/or healthcare information is transferred, in an electronic form (or other form), to another organisation, but we will require your clear consent to be able to do this.


Sometimes we record information about third parties mentioned by you to us during any consultation. We are under an obligation to make sure we also protect that third party’s rights as an individual, and to ensure that references to them which may breach their rights to confidentiality are removed before we send any information to any other party including you. Third parties can include: spouses, partners, and other family members.


We use your personal and healthcare information in the following ways:

  1. When we need to speak to, or contact other doctors, consultants, nurses or any other medical/healthcare professional or organisation during the course of your diagnosis or treatment or ongoing healthcare;
  2. When we are required by Law to hand over your information to any other organisation, such as the police, by court order, solicitors, or immigration enforcement.

We will never pass on your personal information to anyone else who does not need it, or has no right to it, unless you give us clear consent to do so.


The Law says we need a legal basis to handle your personal and healthcare information.

CONTRACT: We have a contract with NHS England to deliver healthcare services to you. This contract provides that we are under a legal obligation to ensure that we deliver medical and healthcare services to the public.

CONSENT: Sometimes we also rely on the fact that you give us consent to use your personal and healthcare information so that we can take care of your healthcare needs.

Please note that you have the right to withdraw consent at any time if you no longer wish to receive services from us.

NECESSARY CARE: Providing you with the appropriate healthcare, where necessary. The Law refers to this as ‘protecting your vital interests’ where you may be in a position not to be able to consent.

LAW: Sometimes the Law obliges us to provide your information to an organisation (see above).


The Law states that personal information about your health falls into a special category of information because it is very sensitive. Reasons that may entitle us to use and process your information may be as follows:

PUBLIC INTEREST: Where we may need to handle your personal information when it is considered to be in the public interest. For example, when there is an outbreak of a specific disease and we need to contact you for treatment, or we need to pass your information to relevant organisations to ensure you receive advice and/or treatment;

CONSENT: When you have given us consent;

VITAL INTEREST: If you are incapable of giving consent, and we have to use your information to protect your vital interests (e.g. if you have had an Accident and you need emergency treatment);

DEFENDING A CLAIM: If we need your information to defend a legal claim against us by you, or by another party;

PROVIDING YOU WITH MEDICAL CARE: Where we need your information to provide you with medical and healthcare services


We carefully consider any personal information that we store about you, and we will not keep your information for longer than is necessary for the purposes as set out in this Privacy Notice.

P. UNDER 16s

There is a separate privacy notice for patients under the age of 16, a copy of which may be obtained on request.


If English is not your first language you can request a translation of this Privacy Notice.


If you have a concern about the way we handle your personal data or you have a complaint about what we are doing, or how we have used or handled your personal and/or healthcare information then please contact our Data Protection Officer.

However, you have a right to raise any concern or complaint with the UK information regulator, at the Information Commissioner’s Office:


The only website this Privacy Notice applies to is the surgery’s website. If you use a link to any other website from the surgery’s website then you will need to read their respective privacy notice. We take no responsibility (legal or otherwise) for the content of other websites.


We take the security of your information very seriously and we do everything we can to ensure that your information is always protected and secure. We regularly update our processes and systems, and we also ensure that our members of staff are properly trained. We also carry out assessments and audits of the information that we hold about you, and make sure that if we provide any other services, we carry out proper assessments and security reviews.


Because we are obliged to protect any confidential information that we hold about you, and because we take this responsibility very seriously, it is imperative that you let us know immediately if you change any of your contact details.

We may contact you using SMS texting to your mobile phone in the event that we need to notify you about appointments and other services that we provide to you involving your direct care, therefore you must ensure that we have your up-to-date details. This is to ensure that we can be confident that we are actually contacting you and not another person.


You may find a copy of this Privacy Notice in the surgery’s waiting areas, on our website, or a hard copy may be provided on request.


We regularly review and update our Privacy Notice. This Privacy Notice was last updated on 1st June 2018.

Children’s Privacy Notice

What is a Privacy Notice?

A privacy notice helps your Doctor’s surgery tell you how it uses information it has about you, like your name, address, date of birth and all of the notes the Doctor or Nurse makes about you in your healthcare record.

Why do we need a Privacy Notice?

Your Doctor’s surgery needs a privacy notice to make sure it meets the legal requirements which are written in a new document called the General Data Protection Regulation or GDPR for short.

What is the GDPR?

What a great question! The GDPR is a new document that helps your Doctor’s surgery keep the information about you secure. It’s new and will be introduced on the 25th May 2018, making sure that your Doctor, Nurse and any other staff at the surgery follow the rules and keep your information safe.

How do you know about our Privacy Notice?

At your surgery, we have notices in our waiting room for children and adults and we also have lots of information about privacy on our website, telling you how we use the information we have about you.

What information do we collect about you?

Don’t worry, we only collect the information we need to help us keep you healthy – such as your name, address, information about your parents or guardians, records of appointments, visits, telephone calls, your health record, treatment and medicines, anything you are allergic to, test results, x-rays and any other information to enable us to care for you.

How do we use your information?

Your information is taken to help us provide your care. We might need to share this information with other medical teams, such as hospitals, if you need to be seen by a special doctor or sent for an x-ray.

Your Doctor’s surgery may be asked to help with exciting medical research, but don’t worry, we will always ask you, or your parents or adults with parental responsibility, if it’s okay to share your information.

How do we keep your information private?

Well, your Doctor’s surgery knows that it is very important to protect the information we have about you. We make sure we follow the rules that are written in the GDPR and other important rule books.

What if I’ve got a long-term medical problem?

If you have a long-term medical problem then we know it is important to make sure you information is shared with other healthcare workers to help them help you. This helps in making sure you get the care you need when you need it!

Don’t want to share?

All of our patients, no matter what their age, can say that they don’t want to share their information. If you’re under 16 this is something which your parent or adults with parental responsibility will have to decide. They can get more information from a member of staff at the surgery, who can also explain what this means to you.

How do I access my medical records?

Remember we told you about the GDPR? Well, if you want to see what is written about you, you have a right to access the information we hold about you, but you will need to complete a Subject Access Request (SAR). Your parents, or adults with parental responsibility, will do this on your behalf if you’re under 16, but if you are between 13 and 16, you may be classed as being competent and you may be able to do this yourself.

A Doctor will need to have a conversation with you to assess and decide whether you are competent to do this yourself.

What do I do if I have a question?

If you have any questions, ask a member of the surgery team or your parents or adults with parental responsibility can ask on your behalf. You can also:

  • Write to the Practice Manager at Dr R Mehrotra's Surgery, Darnall Health Centre, 2 York Road, S9 5DH
  • Ask to speak to the Practice Manager

The Data Protection Officer (DPO) for Dr R Mehrotra's Surgery is Shona Wragg.

What to do if you’re not happy about how we manage your information?

We really want to make sure you’re happy, but we understand that sometimes things can go wrong. If you, your parent or guardian are unhappy with any part of our data processing methods, you can complain. For more information, visit and select ‘report a concern’

We always make sure the information is up to date. Any updates will be published on our website and surgery notices.

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