This privacy notice explains why the GP Practice collects information about you, and how that information may be used. As data controllers, GPs have responsibilities which are regulated by law under the General Data Protection Regulations. This means ensuring that your personal conHidential data (PCD) is handled in ways that are safe, transparent and what you would reasonably expect.

Your Personal data- what is it?

Personal data relates to a living individual who can be identiHied from that data. IdentiHication can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come in to such possession. The processing of personal data is governed by the General Data Protection Regulation (the ‘GDPR’).

Who are we?

OHP Church Stretton Medical Practice is the data controller. This means it decides how your personal data is processed and for what purposes. Church Stretton Medical Practice, Easthope Road, Church Stretton SY6 6BL

The Health and Social Care Act 2012 changed the way that personal confidential data is processed. Therefore, it is important that patients are made aware of, and understand these changes and that you have an opportunity to object if you so wish and that you know how to do so.

How do we process your personal data?

Health care professionals maintain records about your health and any treatment or care you have received within the NHS (e.g. NHS Hospital Trust, GP Surgery, Walk-in clinic, etc.). These records help to provide the best possible healthcare. NHS health records may be processed electronically, on paper or a mixture of both, and a combination of working practices and technology are used to ensure that your information is kept conHidential and secure. Records held by this GP Practice may include the following information: 

Details about you, such as

• Address, telephone numbers, DOB and next of kin 
• Any contact the surgery has had with you, such as appointments, clinic visits, emergency appointments, etc. 
• Notes and reports about your health 
• 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

What is the legal basis for processing your personal data?

This GP Practice collects and holds data for the sole purpose of providing healthcare services to our patients and we will ensure that information is kept confidential. We can disclose personal information if: 

• It is required by law 
• You consent – either implicitly for the sake of your own care or explicitly for other purposes 
• It is justified in the public interest

Some of this information will be held centrally and used for statistical purposes. Where we hold data centrally, we take strict measures to ensure that individual patients cannot be identified.

Sharing your personal data

Sometimes information about you may be requested to be used for research purposes. The Practice will always endeavour to gain your consent before releasing the information. Under the powers of the Health and Social Care Act 2012 (HSCA) the Health and Social Care Information Centre (HSCIC) can request Personal Confidential Data (PCD) from GP Practices without seeking the patient’s consent. Improvements in information technology are also making it possible for us to share data with other healthcare providers with the objective of providing you with better care. Any patient can choose to exercise their right of objection specified under the GDPR regarding their PCD being used in this way.

When the Practice 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-in’ of each new scheme. Though a patient can object to their personal information being shared with other health care providers if this limits the treatment that you can receive then the doctor will explain this to you at the time.

Risk Stratification

Risk stratification is a process for identifying and managing patients who are at a higher risk of emergency hospital admission. Typically, this is because patients have a long-term condition such as COPD or cancer. NHS England encourages GPs to use risk stratification tools as part of their local strategies for supporting patients with long-term conditions and to help prevent avoidable admissions.

 Information about you is collected from several sources including NHS Trusts and from this GP Practice. A risk score is then arrived at through an analysis of your anonymous information using computer programmes. Your information is only provided back to your GP or member of your care team in an identiHiable form. Risk stratification enables your GP to focus on the prevention of ill health and not just the treatment of sickness. If necessary, your GP may be able to offer you additional services. If you do not wish to be included in the risk stratification process, then please get in touch with the Practice. Please note the purpose of risk stratification is to prevent and detect health issues therefore we will ask our Patients for their consent to be included in this.

Invoice Validation

If you have received treatment within the NHS, access to your personal information may be required to determine which Clinical Commissioning Group should pay for the treatment or procedure you have received. This information would most likely include information such as your name, address, date of treatment and may be passed on to enable the billing process. These details are held in a secure environment and kept conHidential. This information will only be used to validate invoices and will not be shared for any further purposes.

NHS Health Checks

All of our patients aged 40-74 not previously diagnosed with cardiovascular disease are eligible to be invited for an NHS Health Check. Nobody outside the healthcare team in the practice will see conHidential information about you during the invitation process and only contact details would be securely transferred to a data processor (if that method was employed). You may be ‘given the chance to attend your health check either within the practice or at a community venue. If your health check is at a community venue all data collected will be securely transferred back into the practice system and nobody outside the healthcare team in the practice will see conHidential information about you during this process.

How do we maintain the confidentiality of your records?

We are committed to protecting your privacy and will only use information collected lawfully in accordance with the GDPR (which is overseen by the Information Commissioner’s OfHice), Human Rights Act, the Common Law Duty of ConHidentiality, and the NHS Codes of ConHidentiality and Security. All of our staff, contractors and committee members receive appropriate and on-going training to ensure they are aware of their personal responsibilities and have contractual obligations to uphold confidentiality, enforceable through disciplinary procedures. Only a  limited number of authorised staff have access to personal information where it is appropriate to their role and is strictly on a need-to-know basis. We maintain our duty of confidentiality to you always. 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 (i.e. life or death situations), or where the law requires information to be passed on.

Who are our partner organisations?

We may also have to share your information, subject to strict agreements on how it will be used. The following are examples of the types of organisations that we are likely to share information with:

• NHS and specialist hospitals, Trusts
• Independent Contractors such as dentists, opticians, pharmacists
• Private and Voluntary Sector Providers
• Ambulance Trusts
• Clinical Commissioning Groups and NHS England
• Social Care Services and Local Authorities
• Education Services
• Police, Fire and Rescue Services
• Other ‘data processors’ during specific project work e.g. Diabetes UK

Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -

• The right to request a copy of your personal data which this practice holds about you; • The right to request that this practice corrects any personal data if it is found to be inaccurate or out of date;
• The right to request your personal data is erased where it is no longer necessary for the practice to retain such data. Although please note for Patients at this practice, your records will be retained until death;
• The right to withdraw consent to the processing at any time;
• The right to data portability;
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
• The right to lodge a complaint with the Information Commissioners Office.

Contact Details

Should you have any concerns about how your information is managed or wish to object to any of the data collection at the Practice, please contact the Practice Manager or your healthcare professional to discuss how the disclosure of your personal information can be restricted. All patients have the right to change their minds and reverse a previous decision. Please contact the practice if you change your mind regarding any previous choice.

If you would like to make a ‘data subject access request’ please contact Church Stretton Medical Practice in writing. We will endeavour to respond to your request within one calendar month or two months if the request is complex. Any changes to this notice will be published on our website and on the Practice notice board.

Suspected breaches in data protection can be reported to the independent OHP Data Protection Officer Rowsonara Uddin on 0121 422 1366. Breaches in data protection will result in an incident investigation. Serious breaches will be reported to the ICO. It is the responsibility of all employees of the practice to report suspected breaches of information security to the Practice lead and Data Protection Officer without delay.

The Practice is registered as a data controller with the ICO. The registration number is Z5501875 and can be viewed online in the public register. You can contact the ICO on 0303 123 1113, via their website or at the ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF. 

iGPR Superior Managed Service 

We use a processor, iGPR Technologies Limited ("iGPR"), to assist us with responding to report requests relating to your patient data, such as subject access requests that you submit to us (or that someone acting on your behalf submits to us) and report requests that insurers submit to us under the Access to Medical Records Act 1988 in relation to a life insurance policy that you hold or that your are applying for.

iGPR manages the reporting process for us by reviewing and responding to requests in accordance with our instructions and all applicable laws, including UK data protection laws.

The instructions we issue to iGPR include general instructions on responding to requests and specific instructions on issues that will require further consultation with the GP responsible for your care.

General Practice Solutions (GPS)

Access to patient records by General Practice Solutions (GPS) on behalf of Church Stretton Medical Practice

Your privacy is of utmost importance to us. As your primary care organisation, we are committed to protecting your personal data and ensuring it is handled securely and transparently.

To enhance our ability to deliver high-quality healthcare services, we have engaged General Practice Solutions (GPS), a trusted specialist provider, to assist with the management, summarisation, and coding of patient records and clinical correspondence. This notice outlines how GPS, acting on our behalf, will process your personal data, the purposes for which this is necessary, and your rights under UK data protection law.

Who we are

Church Stretton Medical Practice is responsible for providing your primary healthcare services. To support us in delivering the best possible care, we have authorised GPS to access, review, and accurately code patient records and correspondence. GPS acts as a data processor on our behalf, while we remain the data controller for all patient information, accountable for its protection and appropriate use.

What information GPS will access

To fulfil their role in supporting our organisation, GPS may access and process the following types of personal data.

• Medical records. Details of your medical history, including past and current diagnoses, treatments, medications, allergies, immunisations, test results, and any relevant health conditions.
• Clinical correspondence. Communications such as referral letters, discharge summaries, specialist reports, and other documentation related to your care.
• Demographic information. Your name, date of birth, NHS number, address, contact details, next of kin, ethnicity, first language, sexual orientation, gender identity, and other relevant demographic data.
• Preventive health information. Data related to preventive screenings, recall dates, and vaccination history to ensure proactive patient management.
• Lifestyle information. Relevant details about your lifestyle that may impact your health, such as smoking status, alcohol use, and occupation.

Why GPS needs access to your information

GPS has been contracted to process your personal data for the following essential purposes.

• Accurate summarisation and coding. To ensure your medical records are accurately summarised and coded, reflecting comprehensive and up-to-date information. This supports effective clinical decision-making, improves care continuity, and ensures data consistency within your records.
• Review and update of records. To review and clarify existing medical records, particularly where they are incomplete or unclear (e.g., handwritten notes). This includes verifying any missing or illegible data by cross-referencing other sources, ensuring the accuracy and completeness of your health information.
• Coding of clinical correspondence. To accurately code all incoming and outgoing clinical correspondence, such as referral letters, specialist notes, and discharge summaries, ensuring that this information is correctly recorded in your medical records and accessible to healthcare providers involved in your care.
• Maintenance of preventive screening and vaccination data. To maintain up-to-date records of preventive screening recall dates and vaccination history, which helps in proactive management and timely patient reminders.
• Administrative and clinical support. To support the administrative and clinical functions of our practice, ensuring compliance with regulatory requirements such as the Quality and Outcomes Framework (QOF) and other NHS standards.

How long we keep your information

GPS will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Once the relevant processing is complete, your data will be securely destroyed or returned to Church Stretton Medical Practice as appropriate.

Sharing your information

GPS will not share your personal data with any third parties unless required to do so by law or where it is necessary for the provision of healthcare services on our behalf. Any data sharing will be conducted in accordance with the instructions and policies set by Church Stretton Medical Practice.

Your rights

As a patient, you have several rights under UK data protection law, including:

• Right of access. You have the right to request access to the personal data we hold about you.
• Right to rectification. You have the right to request correction of any inaccurate or incomplete data.
• Right to erasure. You have the right to request the deletion of your personal data in certain circumstances (the ‘right to be forgotten’).
• Right to restrict processing. You have the right to request that we restrict the processing of your personal data in certain situations.
• Right to data portability. You have the right to request that your personal data be transferred to another data controller in a structured, commonly used, and machine-readable format.
• Right to object. You have the right to object to certain types of processing, such as direct marketing or processing based on legitimate interests.

To exercise any of these rights, please contact us using the details provided below. We will respond to your request in accordance with the statutory timeframes set out under UK data protection law.

Contact information

If you have any questions or concerns about how your personal data is handled, or if you wish to exercise any of your rights, please contact us

If you are not satisfied with how we handle your data or our response to your concerns, you have the right to complain to the Information Commissioner’s Office (ICO), the UK's independent authority for upholding information rights

Information Commissioner's Office (ICO)

• Website: www.ico.org.uk
• Phone: 0303 123 1113

Changes to this privacy notice

We may update this privacy notice from time to time to reflect changes in our practices, legal requirements, or other factors. Any updates will be posted on our website, and we encourage you to review this notice periodically to stay informed about how we protect your privacy.