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Fair Processing Notice

Privacy Notice – How we use your information

This fair processing notice provides a summary of the information that we hold and notice explains why Wellfield Health Centre collects information about you and how that information may be used.  This privacy notice is part of our commitment to ensure that we process your personal data fairly and lawfully.

How do we maintain the confidentiality of your records?

Wellfield Health Centre manages patient information in accordance with existing laws and with guidance from organisations that govern the provision of healthcare in England such as the Department of Healthand the General Medical Council.

We are committed to protecting your privacy and will only use information collected lawfully in accordance with: 

  • Data Protection Act 1998
  • Human Rights Act 1998
  • Common Law Duty of Confidentiality
  • Health and Social Care Act 2012
  • NHS Codes of Confidentiality and Information     
  • Security Information.

We collect and hold data for the sole purpose of providing healthcare services to our patients and we will ensure that the data is kept confidential. Confidentiality is an important duty, but it is not absolute.

We can disclose personal information if:

(a) it is required by law

(b) the patient consents – either implicitly for the sake of their own care or expressly for other purposes

(c) it is justified in the public interest.

Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential.  To ensure that your information is kept confidential and that our data is kept safe and secure, all our staff are given training in data protection, data security and information governance and undertake regular refresher training.

We will only ever use or pass on information about you if others involved in your care have a genuine need for it.  Our staff will only have access to information that is necessary for them to complete their job role.

We will not disclose your information to any 3rd 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 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 Caldicott principles. They should be supported by the policies of their employers, regulators and professional bodies.   To view the Caldicott principles please visit:

Information we hold about you

The health care professionals who provide you with 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 help to provide you with the best possible healthcare.

NHS Health 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 which Wellfield Health Centre may hold about you may include the following information:- 

  • Details about you, such as your name, address, date of birth, telephone numbers, next of kin, legal representative, emergency contact details
  • Any contact the surgery has had with you, such as appointments, clinic visits, emergency appointments, home visits, telephone consultations, etc.
  • Notes and reports about your health, including reports from other health care providers.
  • 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 we use your Information

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.

How your records are used

Your records are used to guide healthcare professionals in the care you receive:

  • Your records help inform the decisions that we make about hour care.
  • Your records ensure that your treatment is safe and effective, including any advice that may be provided as part of your care.
  • Your records help us to work effectively with other organisations who may also be involved in your care.
  • Your records help us to thoroughly investigate any feedback or concerns you may have about contact with our services.
  • You records may also be available if you see another doctor, or are referred to a specialist or another part of the NHS or health care system for the purposes of direct care.
  • Your records help us to investigate complaints, legal claims and untoward events.
  • Your records help us to prepare statistics on HNS performance.
  • Your records assist with health research and development.
  • Your records help us to teach, train and monitor staff and their work (including providing staff and clinicians with anonymous feedback from patient surveys) to Audit and improve our services and ensure they meet your needs.
  • Your records help us to conduct clinical Audit to ensure we are providing a safe, high quality service.
  • Your records help us to support the provision of care by other healthcare professionals.

Clinical audit – information may be used for Audit to monitor the quality of the service provided.  Some of this information may be held centrally and used for statistical purposes.  Where we do this we make sure that individual patient records cannot be identified, eg the National Diabetes Audit and the information is anonymised or pseudonymised.

Clinical Research - 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.

Summary Care Record (SCR)

There is a new Central NHS Computer System called the Summary Care Record (SCR). It is an electronic record which contains information about the medicines you take, allergies you suffer from and any bad reactions to medicines you have had.

Storing information in this way makes it easier for healthcare staff to treat you in an emergency, or when your GP practice is closed, or if you attend the 7 Day Access Clinic.  This information could make a difference to how a doctor decides to care for you, for example which medicines they choose to prescribe for you.

Only healthcare staff involved in your care can see your Summary Care Record and will ask for your permission if they need to look at your SCR.  It is not compulsory to have a summary care record. If you choose to opt out of the scheme, then you will need to complete the form via the following link or you can use the form at the foot of this page and bring it along to the surgery.

For further information visit the NHS Care Records website: https//

National Diabetes Audit

The National Diabetes Audit (NDA) is a major national clinical audit, which measures the effectiveness of diabetes healthcare against NICE Clinical Guidelines and NICE Quality Standards, in England and Wales.

The NDA is delivered by the NHS Digital, in partnership with Diabetes UK and Public Health England. It collects and analyses data and produces reports for a range of stakeholders to drive changes and improve the quality of services and health outcomes for people with diabetes.

 GP practices are required (under section 254 of the Health and Social care Act 2012) to supply data for their diabetic patients. The NDA only uses information about diabetes care for example type of diabetes, latest blood pressure result and results of HbA1c results. Your NHS number, date of birth and postcode are also collected but names and addresses are not collected.

There are very strict rules about what happens to the data collected and NHS Digital must keep to very strict security and confidentiality standards and follow the laws on the protection of personal data.

 If you do not want your information to be used in the NDA please inform the receptionist, GP or nurse.

Test Bed/Long Term Conditions

The NHS in Heywood, Middleton and Rochdale is testing a new project to improve care for people who have, or may develop, long term health conditions.  Through analysis of patient data, we aim to identify more quickly those people most at risk from chronic ill health, such as diabetes and heart and lung diseases.  As well as offering more timely and personalised care to people with existing conditions, we hope to identify those who have not yet even been diagnosed.  That means we can treat them earlier and keep them healthier longer.

General Practitioners will be able to identify patients who are at greatest risk of developing long term illnesses and to intervene earlier, preventing ill health or delaying its onset.  For those patients who have already been diagnosed with a long term condition, GP’s will be alerted to those at greatest risk of a further deterioration in their health and help them avoid the need for emergency care.

The project is a partnership between:

  • NHS Heywood, Middleton and Rochdale Clinical Commissioning Group
  • HMR GP’s
  • MSD Informatics
  • Very Life Sciences

The project is part of a national programme to pilot the impact of new technologies in the NHS to develop better care for patients as well as better value for taxpayers.  It aims to find innovative new ways to improve health.  The national programme is overseen by NHS England.

Want to find out more?

• For more information pick up a leaflet from reception or click here to download your own copy

• You can also find information online by clicking this link or you can email the project team at

There is no obligation to participate in this project. If you would rather not take part, please contact Test Bed team as above or fill in and return the form which you will find in the patient leaflet available at reception or click this link to download it from here. This will be used to ensure that your data will be excluded from all future analysis. You can choose to opt out at any time.


Share for You - New secure technology means that doctors, nurses and social care practitioners in Heywood, Middleton and Rochdale will be able to see a patients’ full health records, giving them a better overall picture of their health.

Up to now, hospital doctors and nurses, or practitioners in social care, had to rely on the briefest of health records or the memories and accounts of patients when making important treatment decisions, sometimes in life or death situations.

A new project called ‘Share for You’ is being implemented across all health and social care agencies in the Rochdale borough which allows the full records to be securely shared from the GP surgery to the hospital or clinic setting systems, once the patient has granted their permission.

When a patient’s records are requested, it collects the information from the different systems and shows the information to the requester. None of the information it collects is stored and none of it can be changed. Because it collects the information only when it is needed, the information is always accurate and as up to date as possible.

Before any information is collected or displayed to a care professional, patient consent must be provided. Patient consent is recorded on the system in an Audit trail so that it is accessed only on a need to know basis and no information is stored or saved within any other setting.

Information about Share for You is being shared in health and social care settings including GP practices, hospitals and clinics. More information is available at;

Mobile Telephone Number - If you provide us with your mobile phone number we may use this to send you reminders via SMS text messages about your appointments or other health screening information.

Risk Stratification - risk stratification data tools are increasingly being used in the NHS to help determine a person’s risk of suffering a particular condition, preventing an unplanned or (re)admission and identifying a need for preventive intervention. Information about you is collected from a number of sources including NHS Trusts and from this GP Practice. A risk score is then arrived at through an analysis of your de-identified information and is only provided back to your GP in an identifiable form.

Risk stratification enables your GP to focus on preventing ill health and not just the treatment of sickness. If necessary your GP may be able to offer you additional services.

Please note that you have the right to opt out.

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 & Judicial Services
  • Voluntary Sector Providers
  • Private Sector Providers
  • National Diabetes Audit
  • Other ‘data processors’ which you will be informed of.

We will only ever use of pass on information about you if others involved in your care have a genuine need for it.  Anyone who receives information from us is under a legal duty to keep it confidential and secure.

 Access to personal information

 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.  This is known as ‘the right of subject access’.   In order to request this, you need to do the following:

  • Your request must be made in writing to the GP - for information      from the hospital you should write directly to them
  • 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, NHS number and details of your request) so      that your identity can be verified and your records located

Queries, Comments or Concerns

 Should you have any concerns about how your information is managed at the GP surgery, please contact the GP Practice Manager. 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

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

If you do not want your personal data being extracted and leaving the GP practice for any of the purposes described, you need to let us know as soon as possible.  We will then enter clinical codes into your records that will prevent data leaving the practice and / or leaving the central information system at the Health and Social Care Information Centre (HSCIC) for use by secondary providers.

Any patient can choose to withdraw their consent to their data being used in this way. When Wellfield Health Centre is about to participate in any new data-sharing scheme we will make patients aware by displaying prominent notices in the surgery and on our website at least four weeks before the scheme is due to start. We will also explain clearly what you have to do to ‘opt-out’ of each new scheme.

A patient can object to his/her personal information being shared with other health care providers, but if this limits the treatment that that patient can receive then the doctor will explain this to them at the time.

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 1998 requires organisations 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

The practice is registered with the Information Commissioners Office (ICO).  The Partnership is registered as a data controller under the Data Protection Act 1998.  Our registration number is Z5857578.

Who is the Data Controller?

The Data Controller, responsible for keeping your information secure and confidential is: Dr James Horrocks

Any changes to this notice will be published on our website.

 Further Information

 Further information about the way in which the NHS uses personal information and your rights in that respect can be found in:

The NHS Care Record Guarantee:

The NHS Constitution:
Care. Data programme:

The HSCIC Guide to Confidentiality gives more information on the rules around information sharing :

An independent review of how information about patients is shared across the health and care system led by Dame Fiona Caldicott was conducted in 2012.  The report, Information: To share or not to share? 

To read the Information governance review visit:

To read the NHS Commissioning Board - NHS England - Better Data, Informed Commissioning, Driving Improved Outcomes visit:

The Information Commissioner’s Officer is the Regulator for the Data Protection Act 1998 and offers independent advice and guidance of the law and personal data, including your rights and how to access your personal information.  For further information please visit the Information Commissioners Office website at

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