Privacy Policy

Wight Menopause Privacy Notice 21.11.20

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.  We review our procedures 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. 

WHY WE ARE PROVIDING THIS PRIVACY NOTICE  

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 contact our Data Protection Officer (details below).  

The Law says: 

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

THE DATA PROTECTION OFFICER 

The Data Protection Officer for Wight Menopause is Dr Jane Peckham. 

You can contact her by email at jane.peckham@wightmenopause.co.uk. 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; 
  • If you wish to make a Subject Access Request;
  • Or any other query relating to this Policy and your rights as a patient.

ABOUT US 

We 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.

INFORMATION WE COLLECT FROM YOU  

The information we collect from you will include:

  • Your contact details (such as your name and email address, including place of work and work contact details); 
  • Details and contact numbers of your next of kin; 
  • Your age range, gender, ethnicity, language, disability status, information we need to allow us to provide information in a more accessible format to you; 
  • Details in relation to your medical history; 
  • The reason for your consultation
  • Medical notes and details of diagnosis and consultations with health professionals involved in your direct healthcare.

INFORMATION ABOUT YOU FROM OTHERS 

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

  • A hospital, a consultant or any other medical or healthcare professional, or any other person involved with your general healthcare.
  • Solicitors – correspondence from them about you 
  • Indeed any organisation who you give permission to ask for your medical information

WHY DO WE COLLECT THIS INFORMATION ABOUT YOU?

The NHS Act 2006 and the Health and Social Care Act 2012 invests statutory functions on medical practices to promote and provide the health service in England, improve quality of services, reduce inequalities, conduct research, review performance of services and deliver education and training. To do this we will need to process your information in accordance with current data protection legislation to:

  • Protect your vital interests;
  • Pursue our legitimate interests as a provider of medical care.
  • Deliver preventative medicine, medical diagnosis and medical research.

HOW DO WE USE YOUR INFORMATION?

Your data is collected for the sole purpose of providing direct patient care; however, we can disclose this information if it is required by law, if you give consent or if it is justified in the public interest. The practice may be requested to support research; however, we will always gain your consent before sharing your information with medical research databases such as the Clinical Practice Research Datalink and QResearch or others when the law allows.

Processing your information in this way and obtaining your consent ensures that we comply with Articles 6(1)(c), 6(1)(e) and 9(2)(h) of the General Data Protection Regulation (GDPR).  

The practice does not engage in any direct marketing, profiling or use any automated decision-making tools. 

WHO WE MAY PROVIDE YOUR PERSONAL INFORMATION TO, AND WHY 

Whenever you use a health or care service 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: 

  • Hospital professionals (such as doctors, consultants, nurses, etc); 
  • Other GPs/Doctors; 
  • Pharmacists; 
  • Nurses and other healthcare professionals (eg District Nurses & Midwives); 
  • Any other person that is involved in providing services related to your general healthcare, including mental health professionals. e.g. Care Navigators, Pharmacists, Social Prescribers and Private sector providers
  • Ambulance Trusts
  • Care Quality Commission (CQC)

THIRD PARTY PROCESSORS

When we use a third party service provider to process data on our behalf then we will always have an appropriate agreement in place to ensure that they keep the data secure, that they do not use or share information other than in accordance with our instructions and that they are operating appropriately.

Examples of functions that may be carried out by third parties includes:

  • Companies that provide IT services & support, including our core clinical systems; systems which manage patient facing services (such as our website and service accessible through the same); data hosting service providers; systems which facilitate appointment bookings or electronic prescription services; document management services etc.
  • Delivery services (for example if we were to arrange for delivery of any medicines to you).
  • Payment providers (if for example you were paying for a prescription or a service such as travel vaccinations).

ANONYMISED INFORMATION

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.

YOUR RIGHTS AS A PATIENT 

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

  • 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 we hold about you please contact our Data Protection Officer in writing. We will 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 one month to reply to you and give you the information that you require. We would ask, therefore, that any requests you make are in writing and it is made clear to us what and how much information you require.   
  • 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 you tell us if your contact details including your mobile phone number has changed.  
  • 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. Please bear in mind there may well be legal reasons why we will need to keep data even if you request it to be erased.  We will explain this to you in detail in our response. 
  • 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.  If you are a carer or have a Lasting Power of Attorney for health and welfare then you can also object to personal data being used or shared on behalf of the patient who lacks capacity. If you do not hold a Lasting Power of Attorney then you can raise your specific concerns with the patient’s GP. If you have parental responsibility and your child is not able to make an informed decision for themselves, then you can make a decision about information sharing on behalf of your child. If your child is competent then this must be their decision.
  • 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.

THIRD PARTIES MENTIONED ON YOUR MEDICAL RECORD 

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 yourself. Third parties can include: spouses, partners, and other family members. 

HOW WE USE THE INFORMATION ABOUT YOU 

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

  • 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 on going healthcare; 
  • 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.  

LEGAL JUSTIFICATION FOR COLLECTING AND USING YOUR INFORMATION 

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

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). 

SPECIAL CATEGORIES 

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: 

CONSENT: When you have given us consent; 

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 

HOW LONG WE KEEP YOUR PERSONAL INFORMATION 

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.

For more information, see the records management code of practice: https://digital.nhs.uk/article/1202/Records-Management-Code-of-Practice-for-Health-and-Social-Care-2016

HOW DO WE KEEP YOUR INFORMATION SAFE?

Every member of staff has a legal obligation to keep information about you confidential. We are committed to protecting your privacy and will only use information collected lawfully in accordance with:

  • General Data Protection Regulation 2017
  • Data Protection Act 1998
  • 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
  • Guidance issued by the Information commissioner’s Office (ICO)

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 such as a life or death situation, or where the law requires information to be passed, or where it is in the best interest of the patient to share the information.

COMPLAINTS

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: https://ico.org.uk

OUR WEBSITE 

The only website this Privacy Notice applies to is the practice’s website.  

Currently this is: http://www.wightmenopause.co.uk

If you use a link to any other website from our website then you will need to read their respective privacy notice. We take no responsibility (legal or otherwise) for the content of other websites. 

SECURITY 

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 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. 

TEXT MESSAGING, EMAIL, TELEPHONING AND CONTACTING YOU

Because we are obliged to protect any confidential information we hold about you and we take this 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 and using email messaging to notify you about appointments, services we provide to you involving your direct care and follow ups from patient contacts where you have provided contact details and from consultations and referrals.

Therefore you must ensure that we have your up to date details. This is to guarantee we are actually contacting you and not another person.

We must also let you know that in these cases you may receive information via your phone which you do not  wish other members of your family or friends to have access to, so please ensure you take precautionary measures to keep your phone messages private.

If you would like to set your consent preferences for text and email please contact the practice.

VIDEO CONSULTATIONS

Heydoc, our clinical system, also supports our GPs in providing video consultations. These consultations are run through UK servers and are fully encrypted .These video consultations are not recorded and no images can or will be captured during these consultations without your expressed consent.

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