Data protection

Why we collect information about you

Your doctor and any other health professionals responsible for your care need to keep records about your health and any treatment you receive from the NHS.

These records help us to ensure you receive the best possible care at all times and may include:

• Basic details, such as name, address, date of birth, next of kin and NHS number
• Contact records, such as clinic visits
• Notes about your health and treatments
• Results of any tests
• Information from other health professionals, relatives or those who care for you and know you well

Data protection principles

Information must:

• Be fairly and lawfully processed
• Be processed for limited purposes
• Be adequate, relevant and not excessive
• Be accurate and up-to-date
• Not be kept for longer than necessary
• Be processed in accordance with data subject’s rights
• Be kept secure
• Not be transferred outside the oganisation without adequate protection

How we use your records

We use your records to plan the care we provide for you, which helps to make sure that:

• Your care is safe and effective
• All those involved in your care have accurate and up-to-date information about you
• You can be contacted when checks (such as immunisation, cervical smears and breast screening) are due
• Information is available should you be referred to another doctor or specialist
• You concerns can be properly investigated if you have a complaint about your care.

How your records help the NHS

The information contained in your records can also help us to:

• Look after the health of the general public
• Pay your GP, dentist and hospital for the care they provide
• Keep track of NHS spending and monitor performance
• Improve future performance
• Review the care provided to improve standards
• Teach and train health professionals
• Undertake health research and development

Where information is used for statistical purposes, great care is taken to ensure that individuals cannot be identified. Anonymous statistical information may also be passed to other organisations with a valid interest, such as universities and research institutions.

Where it is not possible to use anonymous information and person-identifiable information must be used, such as for research and audit purposes, if possible, we will seek your consent for this.

Keeping records secure and confidential

Everyone working for the NHS has a legal duty to keep information about you accurate, complete, confidential and secure.

If you are receiving care from other people, such as social services, we may need to share some information with them so that we can all work together to help you. We only ever do this if the others involved in your care have a genuine need for the information and they too have a legal duty to keep it confidential and secure.

We never disclose your information to third parties without your permission unless there are special circumstances, such as your health being at risk. You can also withdraw consent to share information at any time, but this may reduce the health and care services available to you if you do.

Who we share records with

The main partner organisations that share information include:

• Strategic health authorities
• NHS trusts
• Primary care trusts
• GPs
• NHS care records services
• Walk-in centres and out-of-hours services
• Voluntary and private sector providers
• Organisations such as Sure Start and New Deal for Communities.

Accessing your health records

The Data Protection Act 1998 allows you to find out what information about you we hold. This is known as ‘right of subject access’ and applies to your health records.

If you would like to see your records, please contact the health service provider, such as GP surgery or clinic, where you have been treated.

You are entitled to see a copy, but bear in mind that a charge will usually be made for this.

It is also worth bearing in mind that, in certain circumstances, for your own interest or other reasons, your right to see certain parts of your health records may be limited.