Fair Processing Notice

Reynard Surgery Fair Processing Notice

This fair processing notice explains why the Reynard Surgery collects information about you, and how this information may be used and shared.

The employees and partners of the surgery use electronic and paper records to create and constantly update a full history of all your NHS care, both from the Practice and elsewhere; this helps to ensure you receive the best possible healthcare at all times. Anyone who accesses your data within our Practice can only do so if they possess a smartcard, that identifies the user, and what they have accessed.

We comply with GDPR (May 2018) in ensuring that your personal information is as confidential and secure as is possible.

NHS records may be electronic, on paper or a combination of both, although paper records are scanned into the electronic records. We employ best practices in ensuring that your information is kept confidential and secure.

Records which this Practice holds about you may include: Details about you, such as address,mobile phone number, legal representative and emergency contact details. It is very important that you notify the Surgery of any changes in these details. Any contact the Surgery has had with you, such as appointments, telephone conversations, and letters: Notes and reports about your physical and mental health: Details about your treatment, care and medications: Results of investigations such as laboratory test, XRays etc: Relevant information from other healthcare professionals, relatives or those who care for you: Reports from Social Services such as child protection reports or police reports IF they are relevant to the care of you and your family: Private reports sent, at your request, to other organisations: Your records are used to ensure you receive the best possible care. Information held about you may be used to protect the health of the public and to help manage the NHS. Information may be used within our Practice for the purposes of clinical audit, to monitor the quality of the care we provide.

Some of this information will be held centrally and used for statistical purposes; when we do this we take very 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 doing this. Subject to strict agreements, we may share your information.

Risk of Stratification

Risk stratification data tools are increasingly being used in the NHS to help determine whether a particular patient is at risk of suffering a particular condition, preventing an unplanned admission or readmission to hospital, and identifying a need for preventative intervention. Information about you is collected from a number of sources including NHS Trusts and from this practice. A risk score is then obtained through analysis of your anonymised information using computer programmes. Your information is only provided back to your G.P. or member of your care team in an identifiable form. Risk stratification enables your g>P> to focus on the prevention of ill health not just treating illnesses, and it may be apposite for your G.P. to offer you additional services.

National Data Extractions

The Health and Social Care Act 2012 allows NHS Digital to collate personal confidential data from GP Practices without seeking your specific consent.

This is in order to make increase use of information from medical records with the intention of improving healthcare and the quality of care delivered to patients.  The information may be sold to external organisations such as universities.

More information about how NHS Digital uses your data can be found at http://content.digital.nhs.uk/gpes

You have a 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 to have it amended should it be inaccurate.

We are very keen for you to have access to help you manage your own health and maintain the quality of the records about your health. To request a copy of your records in paper form, you should do the following:

Your request must be made in writing to the G.P.-for information from the hospital, you should write directly to them We are required to respond within 30 days. You will need to give adequate information, such as full name, address, date of birth, NHS number and details of your request, and we will need to verify your identity before we can hand over any information.


Should you have any worries or questions about how your information is managed at the surgery, please contact Jessica Norman, the Practice manager. If you are still unhappy following a surgery review, you can complain to the Information Commissioners Office via their website(www.ico.org.uk). This website also contains information on organisations that process personal and sensitive data.

If you are happy for your data to be extracted and used for purposes described in this fair processing notice , you need not do anything.

If you are NOT happy for your personal data to be extracted for any of the purposes described, you need to let us know as soon as possible, so please contact the Surgery.

There are three levels of opt-out to prevent your data being shared, but please be aware that court orders and child protection issues may over rule your choices. You do not want your data to leave the Practice even for direct patient care.

You are happy to share your data for your care but do not want NHS Digital extracting your data. You are happy to share your data for your care and improving public health but do not want NHS Digital selling or sharing your data to third parties. All patients have the right to change their minds and reverse a previous decision. Please contact the Surgery if you change your mind regarding any previous choice.

Every member of staff who works for an NHS organisation 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 pass on your information to any third party without your permission unless there are exceptional circumstances9 such as life or death), where the law requires it, or in accordance with the Principles laid down in Dame Fiona Caldicott’s review.

The Surgery abides by the Caldicott Priciples , which can be viewed under the website section, The Caldicott Guardian and Priciples. 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
  • G.P's
  • NHS commissioning support units
  • Private Sector providers
  • Voluntary Sector provider
  • Ambulance trusts
  • Clinical Commissioning groups.
  • Social Care services
  • Health and Social Care Information Centre
  • Local Authorities
  • Education Services
  • Fire and Rescue Services
  • Police and Judicial Services
  • The National Diabetes Audit
  • The National Cancer Audit.

Reynard Surgery Patient Privacy Notice