Your Information and How it is Used
Coronavirus (COVID-19) response transparency notice
NHS Digital are undertaking a range of work to support the government response to the coronavirus outbreak. This notice details our legal bases for processing personal data in the course of this work.
COVID-19 purposes include but are not limited to the following purposes:
- understanding COVID-19 and risks to public health, trends in COVID-19 and such risks, and controlling and preventing the spread of COVID-19 and such risks
- identifying and understanding information about patients or potential patients with or at risk of COVID-19, information about incidents of patient exposure to COVID-19 and the management of patients with or at risk of COVID-19 including: locating, contacting, screening, flagging and monitoring such patients and collecting information about and providing services in relation to testing, diagnosis, self-isolation, fitness to work, treatment, medical and social interventions and recovery from COVID-19
- understanding information about patient access to health services and adult social care services as a direct or indirect result of COVID-19 and the availability and capacity of those services
- monitoring and managing the response to COVID-19 by health and social care bodies and the Government including providing information to the public about COVID-19 and its effectiveness and information about capacity, medicines, equipment, supplies, services and the workforce within the health services and adult social care services
- delivering services to patients, clinicians, the health services and adult social care services workforce and the public about and in connection with COVID-19, including the provision of information, fit notes and the provision of health care and adult social care services
- research and planning in relation to COVID-19
For more information, see these links:
Your Health and Care Records
What is patient information?
When you visit an NHS or social care service, information about you and the care you receive is recorded and stored in a health and care record. This is so that people caring for you can make the best decisions about your care.
Find out about the types of records and how to access them.
The information in your records can include your:
- Name, age and address
- Health conditions
- Treatments and medicines
- Allergies and past reactions to medications
- Tests, scans and x-ray results
- Lifestyle information, such as whether you smoke or drink
- Hospital admission and discharge information
Click on the link below for more information:
A Privacy Notice contains important information about how we use the personal and healthcare information we collect on your behalf – please read it carefully.
Your Confidential Records
You can be assured that your medical records are safe with Pembroke Road Surgery. We will only share data that identifies you under the following circumstances:
- With other health care professionals (hospital or community staff) as part of an agreed plan of treatment
- With your explicit consent, e.g. for participation in research studies
- In circumstances where it is in the interests of your health and you are not able to give consent, e.g. if you are unconscious
- Where we are obliged to divulge information under the Health & Social Care Act 2012, e.g. in the case of a national emergency or pandemic
- Where we are required to do so for health service planning purposes and you have not explicitly opted out of having your data shared (see below)
Our strict rules about confidentiality mean that we will not discuss your medical affairs even with your close family unless you give us permission to do so. This includes details of appointments you have made. If you would like your partner, parent, son/daughter or carer to be able to speak to us on your behalf, you must tell us beforehand. Please ask our Reception Team for a consent form if you require an ongoing arrangement for sharing consent. You can withdraw your consent at any time.
You have the right to control how medical information about you is shared, disseminated or sold, for purposes other than your direct medical care – so called secondary uses (or purposes).
Secondary uses include projects involved in risk stratification, population health management, national clinical audits, research, healthcare planning, commissioning of healthcare services by CCGs, commercial and even political uses. You can control your personal confidential information by opting out of data sharing.
Please read this page from NHS digital regarding common misconceptions with data sharing - Mythbusting social media posts about the national data opt-out
There are 2 types of data sharing:
Type 1 Opt Out
What is it?
A type 1 opt out prevents information being shared outside a GP practice for purposes other than direct care.
Who do you notify of your decision to opt out
Please print and sign an opt out form and either bring the original to the practice for processing or take a photo of it and email it to us at email@example.com so that we can update your data sharing preferences.
Type 2 Opt Out – now known as National Data Opt-out
What is it?
A type 2 opt out/National Data Opt-out prevents information being shared outside NHS Digital for purposes beyond the individual’s direct care. The following link will take you to full current information regarding these opt-outs https://digital.nhs.uk/data-and-information/data-collections-and-data-sets/data-collections/general-practice-data-for-planning-and-research/advice-for-the-public
Who do you notify of your decision to opt out
Type 2 Opt outs are arranged by NHS Digital. If you are aged 13 or older you can go to Make your choice about sharing data from your health records – NHS (www.nhs.uk) and opt out online.
Other ways to make a choice
You can also make or change a choice for:
- yourself by phone, email or post
- someone else by email or post
NHS Digital Contact Centre phone number: 0300 303 5678 – Monday to Friday, 9am to 5pm (excluding bank holidays).
If you’re a parent or legal guardian and you want to opt your children out, you must complete the opt-out form.
Once you’ve completed the form, you can email it to the Contact Centre – firstname.lastname@example.org
Alternatively, you can post the form to:National Data Opt Out Contact Centre NHS Digital HM Government 7 and 8 Wellington Place Leeds LS1 4AP
Summary Care Record (SCR)
Your Summary Care Record is different to the above sharing for secondary uses. Your SCR is used to assist in provision of care for you. Access to SCR information means that care in other settings is safer, reducing the risk of prescribing errors. It also helps avoid delays to urgent care.
At a minimum, the SCR holds important information about;
- current medication
- allergies and details of any previous bad reactions to medicines
- the name, address, date of birth and NHS number of the patient
Additional Information in the SCR, such as details of long-term conditions, significant medical history, or specific communications needs, is now included by default for patients with an SCR, unless they have previously told the NHS that they did not want this information to be shared. There will also be a temporary change to include COVID-19 specific codes in relation to suspected, confirmed, Shielded Patient List and other COVID-19 related information within the Additional Information.
All of our patients who have not chosen to opt out have a Summary Care Record that can be accessed, with the patient’s consent, by hospital and out of hours staff.
You may choose to opt out of having a Summary Care Record. The websites below will help you to decide on the risks and benefits.
If you would like to opt out, please print off and complete the following consent form and return it to the surgery.
Anything that you discuss with any member of the Practice Team will remain confidential. The only circumstances under which we might consider passing on confidential information without your permission, would be to protect you or someone else from serious harm and in these cases we would always try to discuss this with you first.
To release information to a third party, insurance company, solicitor or other organisations we require that you sign and date a consent form for disclosure. In most instances a template will be provided by the organisation however we are happy to accept a handwritten, signed and dated letter from the patient. In some cases patients might want another individual or family member to have access to medical records; again in this case, explicit instructions are required from the patient in order to carry out their wishes.
Connecting Care is a digital care record system for sharing information in Bristol, North Somerset and South Gloucestershire. It allows instant, secure access to your health and Social care records for the professionals involved in your care.
Relevant information from your digital records is shared with people who look after you. This gives them up-to-date information, making your care safer and more efficient.
For more detailed information, click on the links below:
You have the legal right to request a copy of the information that we (NHS Digital) hold about you, in line with the General Data Protection Regulation (GDPR).
We do not hold medical records in the same format as a GP or hospital. If you want to see copies of your medical records, you should ask your GP or the health setting that provided your care or treatment.
We collect some information from medical records, so that we can carry out our duties for the health and care service in England. Read more about the information we collect and the legal basis of these collections.
Where we process data about you, you can request to see it free of charge. (A reasonable fee may be charged in some cases, for example if repeated requests are made.)
How to make a subject access request