The Privacy Notice explains why the Virginia Water Private Medical Clinic (“VWPMC”) collects information about you and how that information may be used.
Health care professionals who provide you with care maintain records about your health and any treatment or care you have received previously. These records are used to help to provide you with the best possible healthcare.
Health care records may be electronic, on paper or a mixture of both, and VWPMC use a combination of working practices and technology to ensure that your information is kept confidential and secure. Records VWPMC hold about you may include the following information
- Details about you, such as your name, address, carers, legal representatives 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
To ensure you receive the best possible care, your records are used to facilitate the care you receive. Information may be used within the GP practice for clinical audit to monitor the quality of the service provided.
How do we maintain the confidentiality of your records?
We are committed to protecting your privacy and will only use information collected lawfully in accordance with:
- Data Protection Act 1998 and General Data Protection Regulation 2016
- 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
Every member of staff who works for VWPMC has a legal obligation to keep information about you confidential.
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 (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 Caldicott’s information sharing review (information to share to 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 be the Caldicott principles. They should be supported by the polices of their employers, regulators and professional bodies.
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
- 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 Judicial Services
- Voluntary Sector Providers
- Private Sector Providers
- Other ‘ data processors’ of which you will be informed
You will be informed who your data will be shared with and in some cases asked for explicit consent for this to happen when this is required.
Access to personal information
You have to right under the Data Protection Act 1998 to request access to view or to obtain copies of what information the surgery holds about you and have it amended should it be inaccurate. In order to request this, you need to do the following:
- Your request must be made in writing to the Practice manager of VWPMC
- There may be a charge to have a printed copy of the information held about you
- We are required to respond to you within 40 days
- You will need to give adequate information (for example full name, address, date of birth and details of your request) so that your identity can be verified and your records located
Objections / Complaints
Should you have concerns about how your information is managed at the VWPMC, please contact the VWPMC Practice Manager. If you are still unhappy following a review by VWPMC, you can then complain to the Information Commissioners Office (ICO) via their website (www.ico.gov.uk).
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 VWPMC.
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 sate 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 1998 requires organisations to register a notification with the Information Commissioner to describe the purpose for which they process personal and sensitive information. This information is publicly available on the information commissioners office website www.ico.org.uk
WMP 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 Practice Manager of VWPMC.
Should you have any concerns about how your information is managed by VWPMC, please contact the Practice Manager at the following address:
Virginia Water Private Medical Clinic
If you are still unhappy following a review by the Practice, you can complain to the Information Commissioners Office (ICO). Website: www.org.uk Email: firstname.lastname@example.org Telephone: 0303 123 1113 (local rate) or 01625 545 745
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