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Telephone Enquiries: for general non-urgent enquiries please telephone the surgery after 2.30pm if at all possible - thank you. 

Patient Participation Group - If you would like to help us improve the services we offer to our patients please join our Patient Participation Group.  We currently have no members aged 20-30 years and are keen for members who represent these age groups to join.  We wouldn't take up much of your time just occasional email contact - please see the link on the right side of this page.

Patient Survey Results - you can find our latest national survey results at: http://www.gp-patient.co.uk/

 

GENERAL DATA PROTECTION REGULATION (GDPR) PRIVACY NOTICE FOR PRIMARY CARE SERVICES – NEW ROAD SURGERY RUBERY – MAY 2018

1. Business details

This is the privacy notice of New Road Surgery.

Our registered practice is at 104-106 New Road Rubery Birmingham.

New Road Surgery operates a number of services for patients including health promotion, disease prevention, health maintenance, counselling, patient education, diagnosis and treatment of acute and chronic illnesses.

2. Aims of this notice

New Road Surgery is required by law to tell you about your rights and our obligations regarding our collecting and processing any of your personal information, which you might provide to us. We have a range of policies and procedures to ensure that any personal information you supply is only stored and used with your active consent (or with one of the other legal grounds for processing set out in the GDPR and which include legal obligations and the necessity of fulfilling an employment contract). It will always be held securely and treated confidentially in line with the requirements of the GDPR. We have listed the relevant documents in a later section (6) and can make any available.

3. What personal information we collect about: a) service users b) employees and c) third parties

a) Patients. As a primary care provider, we must collect some personal information on our patients, including personal health information, which is essential to our being able to provide effective care and support. The information is contained in individual files (manual and electronic) and other record systems, all of which are subject to strict security and authorised access policies. Personal information that becomes inactive for any reason is kept securely only for as long as it is needed, before being safely disposed of.

b) Employees and volunteers. The service operates a safe recruitment policy to comply with the regulations in which all personal information obtained, including CVs and references, is, as with patients’ information, securely kept, retained and disposed of in line with the GDPR. All employees are aware of their right to access any information about them.

c) Third parties. All personal information obtained about others associated with the delivery of the primary care service, including contractors and suppliers will be protected in the same way as information on patients and employees.

 

4. How we collect information

The bulk of patients’, employees’ and third parties’ personal information is collected directly from them or through form filling, mainly manually, but also electronically for some purposes, eg when contacting the service through its website.

With patients, we might continue to build on the information provided through consultations and in the process of agreeing treatment.

With employees, personal information is obtained directly and with consent through such means as references, testimonials and criminal records (DBS) checks. When recruiting staff, we seek applicants’ explicit consent to obtain all the information needed for us to decide to employ them.

All personal information obtained to meet our regulatory requirements will always be treated in line with our explicit consent, data protection and confidentiality policies.

Our website and databases are checked to ensure they meet all privacy standards, are protected through strong passwords and encryption and comply with our general data protection security and protection policies.

5. What we do with personal information

All personal information obtained on service users, employees and third parties is consistent with our purpose of providing a primary care service which meets all regulatory standards and requirements. It will not be disclosed or shared for any other purpose.

6. How we keep your information safe

As already stated, the primary care service has a range of policies that enable us to comply with all data protection requirements, policies are available upon request .

7. With whom we might share information

We only share the personal information of patients, employees and others with their consent on a “need to know” basis, observing strict protocols in doing so. Most information sharing of service users’ information is with other professionals and agencies involved with their care and treatment. Likewise, we would not disclose information about our employees without their clear agreement, e.g. when providing a reference.

The only exceptions to this general rule would be where we are required by law to provide information, e.g. to help with a criminal investigation. Under the terms of the GDPR, this is “complying with legal obligations”, an alternative to consent.

Where we provide information for statistical purposes, the information is aggregated and provided anonymously so that there is no privacy risk involved in its use.

8. How personal information held by the primary care provider can be accessed

There are procedures in place to enable any staff member, employee or third party whose personal information we possess and might process in some ways to have access to that information on request. The right to access includes both the information and any uses which we might have made of the information. There will only be a charge for providing such information in the event that requests are held to be “manifestly unfounded or excessive” (particularly if they are repetitive). Even then this fee will cover only the amount of administrative work involved.

9. How long we keep information

There are strict protocols in place that determine how long the organisation will keep the information, which are in line with the relevant legislation and regulations.

10. How we keep our privacy policies up to date

The staff appointed to control and process personal information in our organisation are delegated to assess all privacy risks continuously and to carry out comprehensive reviews of our data protection policies, procedures and protocols at least annually. The main point of contact with regard to data protection is Ann Blackburn email: annblackburn@nhs.net telephone 0121 453 3584.

 

 

CHILDREN’S PRIVACY NOTICE

WHAT IS A PRIVACY NOTICE AND WHY DOES IT APPLY TO ME?

A Privacy Notice tells people how organisations use information that they hold about them. A new law called the General Data Protection Regulation 2016, also known as GDPR, says that we need to provide you with this Privacy Notice and let you know:

What information we hold about you

How we keep this very important information safe and secure and where we keep it

How we use your information

Who we share your information with

What your rights are

When the law gives us permission to use your information

WHY DOES THE LAW GIVE YOU PERMISSION TO USE MY INFORMATION?
The law gives us permission to use your information in situations where we need it to take care of you. Because information about your health is very personal, sensitive and private to you, the law is very strict about how we use it.

So, before we can use your information in the ways we have set out in this Privacy Notice, we have to have a good reason in law, which is called a ‘lawful basis’. Not only do we have to do that, but we also have to show that your information falls into a special group or category, because it is very sensitive. By doing this the law makes sure we only use your information to look after you and that we do not use it for any other reason.

If you would like more information about this please ask to speak to our Data Protection Officer (DPO) mentioned in this Privacy Notice who will explain this in more detail.

ABOUT US

New Road Surgery: 104-106 New Road Rubery Birmingham B45 9HY, are responsible for collecting, storing and handling your information when you registered with us as a patient. Because we do this, the law says we are Data Controllers. Sometimes we may use your information for a particular purpose and when we do so, the law says we are Data Processors.

WHAT INFORMATION DO YOU HOLD ABOUT ME?

We hold information about you such as:

Your name

Address

Mobile number

Information about your parent(s) or person with parental responsibility

All your health records

Appointment records

Visits to see your GP

Treatments you have had

Medicines prescribed for you and any other information to help us look after you

 

HOW DO YOU KEEP IT SAFE?

The law says that we must do all we can to keep your information private, safe and secure.

We use secure computer systems and we make sure that any written information held about you is under lock and key and kept in a safe place. This includes taking great care with any passwords we use which we change on a regular basis. We also train our staff to respect your privacy and deal with your information in a manner that makes sure it is always kept and dealt with in a safe way.

WHAT DO YOU DO WITH MY INFORMATION?

We only usually use your information to help us care for you. That means we might need to share your information with other people who are concerned and involved with looking after your health.

We might need to share your information with the police, courts, social services, solicitors and other people who have a right to your information, but we always make sure that they have a legal right to see it (or have a copy of it) before we provide it to them.

WHAT ARE MY RIGHTS?

If you want to see what information we hold about you then you have a right to see it and you can ask for it.

To ask for your information you will usually need to put your request in writing and tell us what information you want us to give you.

We usually need to answer you within one month. Your parent(s) or adult with parental responsibility can help you with is if you need help.

Usually we will give this to you free of charge.

If you think there are any errors in the information we hold about you then you can ask us to correct it but the law says we can’t remove any of the information we hold about you even if you ask us to. This is because we need this information to take care of you.

You have a right to ask us not to share your information.

If you would like to talk to us about not sharing your information, even if this means you don’t want us to share your information with your parent(s) or adult with parental responsibility, please let us know. We will be happy to help.

WHAT IF I HAVE A QUESTION? YOU CAN CONTACT:

Hayley Gidman, Data Protection Officer

Midlands and Lancashire Commissioning Support Unit

Heron House

120 Grove Road

Fenton

Stoke-on-Trent

ST4 4LX

 

E-mail: mlcsu.dpo@nhs.net

 

Telephone: 01782 872648

WHAT IF I HAVE A SERIOUS COMPLAINT ABOUT HOW YOU LOOK AFTER MY INFORMATION?

We will always do our best to look after your information and to answer your questions.

If you are still not happy with something we have done with your information you can speak to our practice manager.

If our practice manager has not been able to help you or if you prefer not to speak to us directly then you have a right to pass your complaint to an organisation called the Information Commissioner’s Office (ICO) who will look into what has gone wrong. For more information visit ico.org.uk

UPDATES TO THIS PRIVACY NOTICE

The law says we must keep all information we provide in this Privacy Notice up to date.

This Privacy Notice was last updated Aug 2019 and will be reviewed in Aug 2020.

 

 
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