1.This Privacy Notice sets out details of the information that we, as clinicians, are responsible for your treatment (including our Practice Manager and medical secretaries), may collect from you and how that information may be used. Please take your time to read this Privacy Notice carefully.
2. In this Privacy Notice we use "We" or "ours" or "our" to refer to us as the clinicians (listed below) who are using your personal information.
Dr Richard Brown GMC Number 3424704
Dr James Gildersleve GMC Number 2584856
Dr Alice Freebairn GMC Number 3684771
Dr Paul Rogers GMC Number 3310731
Dr Jocelyn Adams GMC Number 4259509
Dr Helen O’Donnell GMC Number 4542566
Dr Madhumita Bhattacharyya GMC Number 4521657
Dr Nicola Dallas GMC Number 4502331
Dr Ruth Davis GMC Number 4529136
Dr Elias Pintus GMC Number 7078735
Dr Esme Hill GMC Number 6025316
Trish Evans Practice Manager
3. In the event that you have any queries, comments or concerns in respect of the manner in which we have used, or potentially will use, your personal information then you should contact us directly and we would be happy to discuss further. Our Practice Manager can be contacted on 0118 959 8866 or by email - email@example.com
4. We are Data Controllers in respect of your personal information which we hold about you. This will mainly relate to your medical treatment, but will be likely to also include other information such as financial data in relation to billing. We must comply with the data protection legislation and relevant guidance when handling your personal information, and so must any medical secretary who assists us in an administrative capacity. Your personal data may include any images taken in relation to your treatment which must not only be managed in accordance with the law, this Privacy Notice but also all applicable professional standards including guidance from the General Medical Council and British Medical Association.
5. We will provide your treatment from a Spire Healthcare Hospital and other independent providers eg Genesis Care UK, Sandford and Windsor and Princess Margaret Hospital, Windsor and, in due course, it may be necessary for them to also process your personal data. We will do so in accordance with the law, the principles of this Privacy Notice and to the extent that it is necessary to do so. This could be where our independent provider needs to arrange other healthcare services as part of your treatment, such as nursing or dietician advice, or support other aspects of the treatment which we provide to you. In that case, our independent providers will become a joint Data Controller in respect of your personal information and you will be provided with a copy of their Privacy Notice which sets out how they will manage that information.
6. Your personal information will be handled in accordance with the principles set out within this Privacy Notice. This means that whenever we use your personal data, we will only do so as set out in this Privacy Notice. From time to time, we may process your personal information at a non- independent provider site (medical or non-medical), as may our medical secretaries.
7. We will use “special categories of personal information” (previously known as "sensitive personal data") about you, such as information relating to your physical and mental health.
8. If you provide personal information to us about other individuals (including medical or financial information) you should inform the individual about the contents of this Privacy Notice. We will also process such information in accordance with this Privacy Notice.
9. In addition, you should note that in the event you amend data which we already hold about you (for instance by amending a pre-populated form) then we will update our systems to reflect the amendments. Our systems will continue to store historical data.
10. As one of our patients, the personal information we hold about you may include the following:
11. As one of our patients, we will hold information relating to your medical treatment which is known as a special category of personal data under the law, meaning that it must be handled even more sensitively. This may include the following:
12. The confidentiality of your medical information is important to us, and we make every effort to prevent unauthorised access to and use of information relating to your current or former physical and mental health (or indeed any of your personal information more generally). In doing so, we will comply with UK data protection law, including the Data Protection Act 2018 and all applicable medical confidentiality guidelines issued by professional bodies including, but not limited to, the General Medical Council and the Nursing and Midwifery Council.
13. From 25 May 2018, the current Data Protection Act will be replaced by the EU General Data Protection Regulation (GDPR) and a new Data Protection Act. All uses of your information will comply with the GDPR and the new Data Protection Act from that date onwards.
14. We may collect personal information from a number of different sources including, but not limited to:
15. Information may be collected directly from you when:
16. Our patients will usually receive healthcare from other organisations, and so in order to provide you with the best treatment possible we may have to collect personal information about you from them. These may include:
17. Medical records include information about your diagnosis, clinic and hospital visits and medicines administered.
18. As detailed in the previous section, it is often necessary to seek information from other healthcare organisations. We may also collect information about you from third parties when:
19. We may communicate with you in a range of ways, including by telephone, SMS, email, and/or post. If we contact you using the telephone number(s) which you have provided (landline and/or mobile), and you are not available which results in the call being directed to a voicemail and/or answering service, we may leave a voice message on your voicemail and/or answering service as appropriate, and including only sufficient basic details to enable you to identify who the call is from, very limited detail as to the reason for the call and how to call us back.
21. Please note that although providing your mobile number and email address and stating a preference to be communicated by a particular method will be taken as an affirmative confirmation that you are happy for us to contact you in that manner, we am not relying on your consent to process your personal data in order to correspond with you about your treatment. As set out further below, processing your personal data for those purposes is justified on the basis that it is necessary to provide you with healthcare service.
22. We may 'process' your information for a number of different purposes, which is essentially the language used by the law to mean using your data. Each time we use your data we must have a legal justification to do so. The particular justification will depend on the purpose of the proposed use of your data. When the information that we process is classed as a “special category of personal information”, we must have a specific additional legal justification in order to use it as proposed.
23. Generally we will rely on the following legal justifications, or 'grounds':
24. Note that failure to provide your information further to a contractual requirement with us may mean that we are unable to set you up as a patient or facilitate the provision of your healthcare.
25. We provide further detail on these grounds in the sections below.
26. One legal ground for processing personal data is where we do so in pursuit of legitimate interests and those interests are not overridden by your privacy rights. Where we refer to use for our appropriate business needs, we are relying on this legal ground.
27. You have a range of rights in respect of your personal data, as set out in detail in sections 70 -90. This includes the right to object to us using your personal information in a particular way (such as sharing that information with third parties), and we must stop using it in that way unless specific exceptions apply. This includes, for example, if it is necessary to defend a legal claim brought against us, or it is otherwise necessary for the purposes of your ongoing treatment.
You will find details of our legal grounds for each of our processing purposes below. We have set out individually those purposes for which we will use your personal information, and under each one we set out the legal justifications, or grounds, which allow us to do so. You will note that we have set out a legal ground, as well as an 'additional' legal ground for special categories of personal information. This is because we have to demonstrate additional legal grounds where using information which relates to a person's healthcare, as we will be the majority of the times we use your personal information.
Purpose 1: To set you up as our patient, including carrying out fraud, credit, anti-money laundering and other regulatory checks
28. As is common with most business, we have to carry out necessary checks in order for you to become a patient. These include standard background checks, which we cannot perform without using your personal information.
29. Legal ground: Taking the necessary steps so that you can enter into a contract with us for the delivery of healthcare.
30. Additional legal ground for special categories of personal information: The use is necessary for reasons of substantial public interest, and it is also in our legitimate interests to do so.
Purpose 2: To provide you with healthcare and related services
31. Clearly, the reason you come to us is to provide you with healthcare, and so we have to use your personal information for that purpose.
32. Legal grounds:
33. Additional legal grounds for special categories of personal information:
Purpose 3: For account settlement purposes
34. We will use your personal information in order to ensure that your account and billing is fully accurate and up-to-date
35. Legal grounds:
36. Additional legal grounds for special categories of personal information:
Purpose 4: For medical audit/research purposes
37. We may process your personal data for the purposes of local clinical audit – i.e. an audit carried out by ourselves or our direct team for the purposes of assessing outcomes for patients and identifying improvements which could be made for the future. We are able to do so on the basis of our legitimate interest and the public interest in statistical and scientific research, and with appropriate safeguards in place. You are, however, entitled to object to us using your personal data for this purpose, and as a result of which we would need to stop doing so. If you would like to raise such an objection then please contact us using the details provided in paragraph 3 above.
38. We may also be asked to share information with U.K. registries for which ethical approval is not necessarily required but which form part of the National Clinical Audit programme, hosted by NHS England and who provide a list of National Clinical Audit and Clinical Outcome Review programmes and other quality improvement programmes which we should prioritise for participation. We may do so without your consent provided that the particular audit registry has received statutory approval, or where the information will be provided in a purely anonymous form, otherwise your consent will be needed and either we will seek this from you or the registry themselves will do so.
39.We may also be asked to participate in medical research and share data with ethically approved third party research organisations.
40. We will share your personal data only to the extent that it is necessary to do so in assisting research and as permitted by law. Some research projects will have received statutory approval such that consent may not be required in order to use your personal data. In those circumstances, your personal will be shared on the basis that:
Additional legal grounds for special categories of personal information:
41. In the event that consent is required then either we will seek this from you, or the research agency will do so.
Purpose 5: Communicating with you and resolving any queries or complaints that you might have.
42. From time to time, patients may raise queries, or even complaints, with us and other independent providers and we take those communications very seriously. It is important that we are able to resolve such matters fully and properly and so we as well as our other independent provider will need to use your personal information in order to do so.
43. Legal grounds:
44. Additional legal grounds for special categories of personal information:
Purpose 6: Communicating with any other individual that you ask us to update about your care and updating other healthcare professionals about your care.
45. In addition, other healthcare professionals or organisations may need to know about your treatment in order for them to provide you with safe and effective care, and so we may need to share your personal information with them. Further details on the third parties who may need access to your information is set out at section 58 below.
46. Legal grounds:
47. Additional legal ground for special categories of personal information:
48. We also participate in initiatives to monitor safety and quality, helping to ensure that patients are getting the best possible outcomes from their treatment and care. The Competition and Markets Authority Private Healthcare Market Investigation Order 2014 established the Private Healthcare Information Network (“PHIN”), as an organisation who will monitor outcomes of patients who receive private treatment. Under Article 21 of that Order, we are required to provide PHIN with information related to your treatment, including your NHS Number in England and Wales, (CHI Number in Scotland or Health and Care Number in Northern Ireland), the nature of your procedure, whether there were any complications such as infection or the need for readmission/admission to a NHS facility and also the feedback you provided as part of any PROMs surveys. PHIN will use your information in order to share it with the NHS, and track whether you have received any follow-up treatment. We will only share this information with PHIN if you have provided your consent for us to do so.
49. The records that we share may contain personal and medical information about patients, including you. PHIN, like us, will apply the highest standards of confidentiality to personal information in accordance with data protection laws and the duty of confidentiality. Any information that is published by PHIN will always be in anonymised statistical form and will not be shared or analysed for any purpose other than those stated. Further information about how PHIN uses information, including its Privacy Notice, is available at www.phin.org.uk.
Purpose 7: Complying with our legal or regulatory obligations, and defending or exercising our legal rights
50. As a provider of healthcare, we are subject to a wide range of legal and regulatory responsibilities which is not possible to list fully here. We may be required by law or by regulators to provide personal information, and in which case we will have a legal responsibility to do so. From time to time, clinicians are unfortunately also the subject of legal actions or complaints. In order to fully investigate and respond to those actions, it is necessary to access your personal information (although only to the extent that it is necessary and relevant to the subject-matter).
51. Legal grounds:
52. Additional legal ground for special categories of personal information:
53. We are also required by law to conduct audits of health records, including medical information, for quality assurance purposes. Your personal and medical information will be treated in accordance with guidance issued by the Care Quality Commission (England), Health Inspectorate Wales and Healthcare Improvement Scotland
Purpose 8: Managing our business operations such as maintaining accounting records, analysis of financial results, internal audit requirements, receiving professional advice (e.g. tax or legal advice)
54. In order to do this, we will not need to use your special categories of personal information and so we have not identified the additional ground to use your information for this purpose.
55. Legal grounds:
Purpose 9: Provide marketing information to you (including information about other products and services offered by selected third-party partners) in accordance with preferences you have expressed
56. As a provider of private healthcare services, we need to carry out marketing but are mindful of your rights and expectations in that regard. As a result, we will only provide you with marketing which is relevant to my business and only where you have specifically confirmed your consent to do so.
57. Legal grounds:
58. We may disclose your information to the third parties listed below for the purposes described in this Privacy Notice. This might include:
59. We may communicate with these third parties in a variety of ways including, but not limited to, email, post, fax and telephone.
60. We may also use your personal information to provide you with information about products or services which may be of interest to you where you have provided your consent for us to do so.
61. If you no longer wish to receive marketing emails, you can click on the "unsubscribe" link that appears in all of our emails, otherwise you can always contact me using the details set out in section 3 to update your contact preferences.
62. If you no longer wish to receive non-website based marketing information, please contact us.
63. An automated decision is a decision made by computer without any human input, and there will be no automated decision-making in relation to your treatment or other decisions which will produce legal or similarly significant effects.
64. We will only keep your personal information for as long as reasonably necessary to fulfil the relevant purposes set out in this Privacy Notice and in order to comply with my legal and regulatory obligations. We will retain records for 30 years following the end of your treatment.
65. If you would like further information regarding the periods for which your personal information will be stored, please contact us using the details outlined in section 3.
66. We (or third parties acting on our behalf) may store or process information that we collect about you in countries outside the European Economic Area ("EEA"). Where we make a transfer of your personal information outside of the EEA we will take the required steps to ensure that your personal information is protected.
67. We will only do so to the extent that it is relevant and necessary. Under certain circumstances, we may request your consent for such a transfer.
68. If you would like further information regarding the steps we take to safeguard your personal information, please contact us using the details provided in section 3 above.
69. Please note that we have listed above the current common transfers of personal data outside of the EEA but it may be necessary, in future, to transfer such data for other purposes. In the event that it is necessary to do so, we will update this Privacy Notice.
70. Under data protection law you have certain rights in relation to the personal information that we hold about you. These include rights to know what information we hold about you and how it is used. You may exercise these rights at any time by contacting me using the details provided at section 3 above.
71. There will not usually be a charge for handling a request to exercise your rights.
72. If we cannot comply with your request to exercise your rights we will usually tell you why.
73. There are some special rules about how these rights apply to health information as set out in legislation including the Data Protection Act (current and future), the General Data Protection Regulation as well as any secondary legislation which regulates the use of personal information.
74. If you make a large number of requests or it is clear that it is not reasonable for us to comply with a request then we do not have to respond. Alternatively, we can charge for responding.
75. You are usually entitled to a copy of the personal information we hold about you and details about how we use it.
76. Your information will usually be provided to you in writing, unless otherwise requested. If you have made the request electronically (e.g. by email) the information will be provided to you by electronic means where possible.
77. Please note that in some cases we may not be able to fully comply with your request, for example if your request involves the personal data of another person and it would not be fair to that person to provide it to you.
78. You are entitled to the following under data protection law.
79. We take reasonable steps to ensure that the information we hold about you is accurate and complete. However, if you do not believe this is the case, you can ask me to update or amend it.
80. We may update this Privacy Notice from time to time to ensure that it remains accurate, and the most up-to-date version can always be found with the Practice Manager and on our website. In the event that there are any material changes to the manner in which your personal information is to be used then we will provide you with an updated copy of this Privacy Notice.
81. In some circumstances, you have the right to request that we delete the personal information we hold about you. However, there are exceptions to this right and in certain circumstances we can refuse to delete the information in question. In particular, for example, we do not have to comply with your request if it is necessary to keep your information in order to perform tasks which are in the public interest, including public health, or for the purposes of establishing, exercising or defending legal claims.
82. In some circumstances, we must "pause" our use of your personal data if you ask us to do so, although we do not have to comply with all requests to restrict my use of your personal information. In particular, for example, we do not have to comply with your request if it is necessary to keep your information in order to perform tasks which are in the public interest, including public health, or for the purposes of establishing, exercise or defending legal claims.
83. In some circumstances, we must transfer personal information that you have provided to us or (if this is technically feasible) another individual/ organisation of your choice. The information must be transferred in an electronic format.
84. You can ask us to stop sending you marketing messages at any time and we must comply with your request. You can do this by contacting us using the details provided at section 3 above.
85. You have a right to not be subject to automatic decisions (i.e. decisions that are made about you by computer alone) that have a legal or other significant effect on you.
86. Please see section 63 for detail about when we may make automatic decisions about you.
87. If you have been subject to an automated decision and do not agree with the outcome, you can challenge the decision.
88. In some cases we may need your consent in order for my use of your personal information to comply with data protection legislation. Where we do this, you have the right to withdraw your consent to further use of your personal information. You can do this by contacting us using the details provided at section 3 above.
89. You can complain to the Information Commissioner's Office if you are unhappy with the way that we have dealt with a request from you to exercise any of these rights, or if you think we have not complied with our legal obligations.
90. More information can be found on the Information Commissioner’s Office website: https://ico.org.uk/
91. Making a complaint will not affect any other legal rights or remedies that you have.
92. NHS Digital is currently developing a national programme which will go live on 25 May 2018, pursuant to which all patients will be able to log their preferences as to sharing of their personal information. All health and care organisations will be required to uphold patient choices, but only from March 2020. In the meantime you should make me aware directly of any uses of your data to which you object.
93. We may update this Privacy Notice from time to time to ensure that it remains accurate. In the event that these changes result in any material difference to the manner in which we process your personal data then we will provide you with an updated copy of the Policy.
94. This Privacy Notice was last updated on 18th May 2018.