Avon Vasectomy Service Privacy Notice
Your information, what you need to know
This privacy notice explains why we collect information about you. It covers how that information will be used, how we keep it safe and what your rights are in relation to this.
Why we collect information about you
Health care professionals who provide you with care are required by law to maintain records about your health and any treatment or care you have received, within any NHS organisation or on a private basis. This is to help provide you with the best possible healthcare and keep you safe.
We collect and hold data to provide healthcare to our patients and to run our organisation. This includes monitoring the quality of care we provide. In carrying out this role we collect information about you which helps us respond to your queries or obtain specialist services. We will keep this information in either written or electronic form. The records will include basic details about you, such as your name and address. They will also contain more sensitive information about your health and outcomes such as needs assessments.
Details we collect 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. from Hospitals, GP Surgeries, A&E, etc.). These records help to provide you with the best possible healthcare.
Records which Avon Vasectomy Service provide through St George Surgical Services Ltd will hold about you will include the following:
- Details about you, such as your address and next of kin
- Any contact the service has had with you, such as appointments, telephone calls, clinic visits.
- Notes and reports about your health
- Details about your treatment and care
- Results of investigations, such as laboratory tests, x-rays
- §Relevant information from other health professionals, relatives or carers
How we keep your information confidential and safe
Everyone working for our organisation is subject to the Common Law Duty of Confidence. Information provided in confidence will only be used for the purposes advised, unless there are other circumstances covered by the law. The NHS Digital Code of Practice on Confidential Informationapplies to all NHS staff and they are required to protect your information, tell you of how it will be used, and allow you to decide if and how your information can be shared. Our staff are expected to make sure information is kept confidential and receive regular training on how to do this.
The health records we use are electronic and / or on paper. We use both working practices and technology to ensure that your information is kept confidential and secure. Your records are backed up securely in line with NHS standard procedures. The information we hold is kept in secure locations, is protected by appropriate security and access is restricted to authorised personnel.
We also make sure external data processors that support us, are legally and contractually required to prove they operate securely in processing data that could or does identify a person.
We are committed to protecting your privacy and will only use information collected lawfully in accordance with:
- Data Protection Legislation
- General Data Protection Regulation
- Human Rights Act
- Common Law Duty of Confidentiality
- NHS Codes of Confidentiality and Information Security
- Health and Social Care Act 2015
- And all applicable legislation
We maintain our duty of confidentiality to you at all times. We will only ever pass on information about you if we reasonably believe that 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 (such as a risk of serious harm to yourself or others) or where the law requires information to be passed on.
How we use your information
Improvements in information technology are also making it possible for us to share data with other healthcare organisations for the purpose of providing you, your family and your community with better care. This is explained further in the Local Information Sharing section below.
Information will be used by the Clinical Commissioning Group to audit the quality of the service provided to patients. When required, information will be held centrally and used for statistical purposes. (When this happens, strict measures are taken to ensure that individual patients cannot be identified from the data.
We get requests from organisations to use our information for research purposes - we will always ask your permission before releasing any information for this purpose.
Invoice validation is an important process. It involves using your NHS number to identify which CCG is responsible for paying for your treatment. Section 251 of the NHS Act 2006 provides a statutory legal basis to process data for invoice validation purposes. We can also use your NHS number to check whether your care has been funded through specialist commissioning, which NHS England will pay for. The process makes sure that the organisations providing your care are paid correctly.
Local Information Sharing
Your GP electronic patient record is held securely and confidentially on an electronic system managed by your own GP practice.If you require attention from an Emergency Department, Minor Injury Unitor Out Of Hours service,the professionals treating you are better able to give you safe and effective care, if relevant information from our service is available to them.
Where available, this information can be shared electronically through a secure system designed for this purpose. In all cases, your information is only accessed and used by authorised health and social care professionals in local organisationswhich are involved in providing your direct care. Your permission will be asked before the information is accessed.
National Fraud Initiative - Cabinet Office
The Cabinet Office data matching is carried out with statutory authority under Part 6 of the Local Audit and Accountability Act 2014. It does not require the consent of the individuals concerned under Data Protection legislation. Data matching by the Cabinet Office is subject to a Code of Practice. For further information see:
To ensure that adult and children’s safeguarding matters are managed appropriately, access to identifiable information will be shared in circumstances where required by law.
We manage patient records in line with the Records Management NHS Code of Practice for Health and Social Care. This sets the required standards in managing records for those who work within or under contract to NHS organisations in England, based on current legal requirements and professional best practice.
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
- Clinical Commissioning Groups
- Local Authorities
We will never share your information outside of health partner organisations without your explicit consent unless there are exceptional circumstances such as when the health or safety of others is at risk, where the law requires it or to carry out a statutory function.
Within the health partner organisations (NHS and Specialist Trusts) and in relation to the above mentioned themes – Risk Stratification, Invoice Validation, – we will assume you are happy for your information to be shared unless you choose to opt-out (see below).
This means you will need to express an explicit wish to not have your information shared with the other organisations; otherwise it will be automatically shared. We are required by law to report certain information to the appropriate authorities. This is only provided after formal permission has been given by a qualified health professional. There are occasions when we must pass on information, where we encounter infectious diseases which may endanger the safety of others, such as meningitis or measles (but not HIV/AIDS), and where a formal court order has been issued. Our guiding principle is that we are holding your records in strictest confidence.
Access to your information
Under Data Protection Legislation everybody has the right to see, or have a copy, of data we hold that can identify you, with some exceptions. You do not need to give a reason to see your data. If you want to access your data you must make the request in writing. Under special circumstances, some information may be withheld. In certain circumstances we may charge a reasonable fee for the administration of the request.
If you wish to have a copy of the information we hold about you, please send a written request to reception.
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 need updating / correcting. Please inform us of any changes so our records for you are accurate and up to date.
Mobile telephone number
If you provide us with your mobile phone number we may use this to send you reminders about your appointments. Please let us know if you do not wish to receive reminders on your mobile.
Data Protection Legislation requires organisations to register a notification with the Information Commissioner to describe the purposes for which they process personal and sensitive information.
We are registered as a Data Controller and our registration can be viewed online in the public register at: http://ico.org.uk/what_we_cover/register_of_data_controllers
Any changes to this notice will be published on our website and in a prominent area at the Practice.
If you have concerns or are unhappy about our services, please contact the Dr Doron Boone.
For independent advice about data protection, privacy and data-sharing issues, you can contact:
The Information Commissioner
Wycliffe House, Water Lane,
Wilmslow, Cheshire, SK9 5AF
Phone: 0303 123 1113 Website: www.ico.gov.uk
Further information about the way in which the NHS uses personal information and your rights in that respect can be found here:
The NHS Care Record Guarantee
The NHS Care Record Guarantee for Englandsets out the rules that govern how patient information is used in the NHS, what control the patient can have over this, the rights individuals have to request copies of their data and how data is protected under Data Protection Legislation.
The NHS Constitution
The NHS Constitution establishes the principles and values of the NHSin England. It sets out the rights patients, the public and staff are entitled to. These rights cover how patients access health services, the quality of care you’ll receive, the treatments and programmes available to you, confidentiality, information and your right to complain if things go wrong.
NHS Digital collects health information from the records health and social care providers keep about the care and treatment they give, to promote health or support improvements in the delivery of care services in England.
Reviews of and Changes to our Privacy Notice
We will keep our Privacy Notice under regular review. This notice was last reviewed in May 2018.