The Jubilee Street Practice is part of Tower Hamlets CCG who are responsible for planning, designing, buying and paying for certain NHS services. These services include planned and emergency hospital care, mental health, rehabilitation, and community services. Patients have the right to have information about them processed fairly and lawfully, and to access any personal information held by the NHS. Patients also have the right to privacy, and expect the NHS to keep information confidential and secure. Patients have the right to request that their confidential information is not used for purposes other than their own care and treatment, and to have their objections considered. These rights are set out in the NHS Constitution.
Why do we collect information about you and how we use this?
Health care professionals, who provide your care, maintain records about your health and any treatment or care you have received previously (e.g. NHS Trust, GP surgery, walk-in clinic, etc.). These records are used to help to provide you with the best possible healthcare.
What information do we hold and how is this stored?
NHS health care 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 this GP Practice hold about you may include the following information:
- Details about you, such as your name, address, carer’s, legal representative and emergency contact details
- Any contact the surgery has had with you, such as appointments, clinic visits, emergency appointments, etc.
- Notes and reports about your health
- Details about your treatment and care
- Results of investigations such as laboratory tests, x-rays, etc.
- Relevant information from other health professionals, relatives or those who care for you
How long do we hold patient records for and what we do when you leave our practice.
A patient’s medical record usually goes with them from practice to practice, and is held indefinitely whilst still registered at that practice. When you register with a new practice, the practice will send a notification to the previous practice’s medical system to securely transfer the electronic records to the new practice.
At the same time, a notification is sent to NHS England of this. NHS England manages the safe collection of any paper records the patient might have from the previous practice, and transfers them to the new practice. Any sensitive patient data, such as documents that have been digitised or are duplicates, are destroyed using a GDPR compliant data shredding company.
When is my information shared and how do we maintain the confidentiality of your data?
Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential. To ensure you receive the best possible care, your records are used to facilitate the care you receive. Information held about you may be used to help protect the health of the public and to help us manage the NHS. Information may be used within the GP practice for clinical audit to monitor the quality of the service provided.
Some of this information will be held centrally and used for statistical purposes. Where we do this, we take strict measures to ensure that individual patients cannot be identified. Sometimes your information may be requested to be used for research purposes – the surgery will always gain your consent before releasing the information for this purpose.
We are committed to protecting your privacy and will only use information collected lawfully in accordance with:
- Data Protection Act 2018 and General Data Protection Regulation 2018
- Human Rights Act 1998 • Common Law Duty of Confidentiality
- Health and Social Care Act 2012
- NHS Codes of Confidentiality, Information Security and Records Management
- Information: To Share or Not to Share Review
We will only use or pass on information about you to other health professionals if they have a genuine need for it to support your care. We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e. life or death situations), where the law requires information to be passed on and/or in accordance with the new information sharing principle following Dame Fiona Caldicotts' information sharing review (Information to share or not to share) where “The duty to share information can be as important as the duty to protect patient confidentiality.” This means that health and social care professionals should have the confidence to share information in the best interests of their patients within the framework set out by the Caldecott principles. They should be supported by the policies of their employers, regulators and professional bodies.
For example, your information may be shared in the following circumstances:
- To provide further medical treatment for you e.g. from district nurses and hospital services
- To help you get support from other services e.g. from social care or voluntary organisations
- When we have a duty to others e.g. in child protection cases
- Where we are 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.
Which other organisation’s may see my information?
We may also share your information, subject to strict agreements on how it will be used, with the following organisations:
- NHS Trusts / Foundation Trusts
- 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 & Judicial Services
- Voluntary Sector Providers
- Private Sector Providers
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. Some of your records are held centrally in what is called the Summary Care Record. You see online what information is held in your individual SCR. For more information on SCRs, you can visit https://digital.nhs.uk/services/summary-care-records-scr.
Access to personal information
You have a right under the Data Protection Act 2018 and General Data Protection Regulation 2018 to request access to view or to obtain copies of what information the surgery holds about you and to have it amended should it be inaccurate. In order to request this, you need to do the following:
- Make your request in writing, via email (email@example.com) or via post, to your registered GP – for information from the hospital you should write direct to them
- Give adequate information (full name, address, date of birth, NHS number and details of your request) so that your identity can be verified and your records located
We are required to respond to you within 30 days.
A copy of our complete Data Subject Access Request Policy is available here.
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 is 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 2018 requires organisation’s 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 www.ico.org.uk
The practice is registered with the Information Commissioners Office (ICO).
Who is the Data Protection Officer?
The Data Protection Officer is Ernest Attah.
Who is the Data Controller?
The Data Controller, responsible for keeping your information secure and confidential is:
The Jubilee Street Practice LTD, 368-374 Commercial Road, London E1 0LS?
Objections / Complaints
Should you have any concerns about how your information is managed at the GP, please contact the practice in writing. If you are still unhappy following a review by the GP practice, you can then complain to the Information Commissioners Office (ICO) via their website www.ico.gov.uk, firstname.lastname@example.org , telephone: 0303 123 1113 (local rate) or 01625 545 745.
If you are happy for your data to be extracted and used for the purposes described in this privacy notice then you do not need to do anything. If you have any concerns about how your data is shared then please contact the practice.
Keeping patient data safe
We are the guardians of patient data, making sure it is protected and handled securely. We make sure data is only used for the good of health and care, and that patient data is always protected. We comply with the national data opt-out policy. We also provide advice to the health and care sector on keeping data safe.
Data Security Protection Policy
Opt out of sharing your health records
To help GP practices to become compliant with the national data opt-out, the four principal GP system suppliers have been commissioned to develop and embed the service into their clinical systems. Patients are able to submit their preference either by completing a form on the government website : https://www.nhs.uk/using-the-nhs/about-the-nhs/opt-out-of-sharing-your-health-records/. Once we receive notification we code this in our patients records.