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How We Use Your Information

Fair Processing Notice

How we use your personal information


This fair processing notice explains why the GP practice collects information about you and how that information may be used.


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. NHS Trust, GP Surgery, Walk-in clinic, etc.). These records help to provide you with the best possible healthcare.


NHS health records may be electronic, on paper or a mixture of both, and we use a combination of working practices and technology to ensure that your information is kept confidential and secure. Records which this GP Practice hold about you may include the following information;


  • Details about you, such as your address, legal representative, emergency contact details 
  • 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



To ensure you receive the best possible care, your records are used to facilitate the care you receive. Information held about you may be used to help protect the health of the public and to help us manage the NHS. Information may be used within the GP practice for clinical audit to monitor the quality of the service provided.


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


Sometimes your information may be requested to be used for research purposes – the surgery will always gain your consent before releasing the information for this purpose.

Telephone Call Recording

St James Surgery records all telephone calls both in and out of the surgery. This is done for monitoring and training purposes and for the protection of both staff, doctors and patients. Access to these call recordings is limited to the practice manager and assistant manager only. Call recordings are permanently deleted after a period of 12 months.

Call recordings are rarely accessed and only when there is a legitimate reason to do so. Uses can be to see evidence of abuse by patients, to clarify what was said in conversations when a dispute is experienced, or to recall information in order for the practice to carry out its public duties. Call recording are also used to investigate complaints. Most access will be with patient's permission and knowledge. Recordings remain the property of the practice but form part of a patient's medical record before being deleted.

Risk Stratification



Risk stratification data tools are increasingly being used in the NHS to help determine a person’s risk of suffering a particular condition, preventing an unplanned or (re)admission and identifying a need for preventive intervention. Information about you is collected from a number of sources including NHS Trusts and from this GP Practice. A risk score is then arrived at through an analysis of your de-identified information and is only provided back to your GP as data controller in an identifiable form. Risk stratification enables your GP to focus on preventing ill health and not just the treatment of sickness. If necessary your GP may be able to offer you additional services.


Please note that you have the right to opt out

Care Data


The Health and Social Care Act 2012 allows the Health & Social Care Information Centre (HSCIC) to collate personal confidential data from GP practices without seeking your specific consent. Care data is an example of a service that NHS England (not individual GP practices) has set up to use HSCIC to collect data from GP practices about patients. This is in order to make increased use of information from medical records with the intention of improving healthcare and the quality of care delivered to patients.


Information will be extracted from GP systems and includes personal confidential data such as referrals, NHS prescriptions and other clinical data. It also includes identifiers like your date of birth (DoB), postcode, NHS number and gender. This is so that your information can be linked with data from other healthcare settings for example, the hospital.


If you want to know more please click on the link below to view the leaflet “How information about you helps us to provide better care


For further information, click on the link below.


Other Data Sharing / Access Projects


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:


  • General Data Protection Regulations (GDPR)
  • Data Protection Act 1998
  • Human Rights Act 1998
  • Common Law Duty of Confidentiality
  • Health and Social Care Act 2012
  • NHS Codes of Confidentiality and Information Security


Information: To Share or Not to Share Review (click here to read further information about this)



Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential.


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 3rd party without your permission unless there are exceptional circumstances (i.e. life or death situations), where the law requires information to be passed on and / or in accordance with the new information sharing principle following Dame Fiona’s Caldicott information sharing review (Information to

share or not to share) where The duty to share information can be as important as the duty to protect patient confidentiality.This means that health and social care professionals should have

the confidence to share information in the best interests of their patients within the framework set out by the Caldicott principles. They should be supported by the policies of their employers, regulators and professional bodies.

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 / Foundation Trusts


  • GP’s


  • NHS Commissioning Support Units


  • Independent Contractors such as dentists, opticians, pharmacists


  • Private Sector Providers


  • Voluntary Sector Providers


  • Ambulance Trusts


  • Clinical Commissioning Groups


  • Social Care Services


  • Health and Social Care Information Centre (HSCIC)

  • Provide


  • Local Authorities


  • Education Services


  • Fire and Rescue Services


  • Police & Judicial Services


  • Voluntary Sector Providers


  • Private Sector Providers

  • The National Diabetes Audit


  • Other ‘data processors’ which you will be informed of



You will be informed who your data will be shared with and in some cases asked for explicit consent for this happen when this is required.


We may also use external companies to process personal information, such as for archiving purposes. These companies are bound by contractual agreements to ensure information is kept confidential and secure.

Objections / Complaints


Should you have any concerns about how your information is managed at the GP, please contact the GP Practice Manager. If you are still unhappy following a review by the GP practice, you can then complain to the Information Commissioners Office (ICO) via their website


If you are happy for your data to be extracted and used for the purposes described in this fair processing notice then you do not need to do anything.


If you do not want your personal data being extracted and leaving the GP practice for any of the purposes described, you need to let us know as soon as possible.


We will then enter clinical codes into your records that will prevent data leaving the practice and/ or leaving the central information system at the Health and Social Care Information Centre (HSCIC) for use by secondary providers.


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 such as date of birth is incorrect in order for this to be amended. You have a responsibility to inform us of any changes so our records are accurate and up to date for you.




The General Data Protection Regulations (GDPR) requires organisations to register a notification with the Information Commissioner to describe the purposes for which they process personal and sensitive information.


This information is publicly available on the Information Commissioners Office website


The practice is registered with the Information Commissioners Office (ICO).


Who is the Data Controller?

The Data Controller, responsible for keeping your information secure and confidential is:


The Partners

St James Surgery

89 Wash Lane



CO15 1DA

Your right to see your health records


A health record is any record of information relating to someone's physical or mental health that has been made by (or on behalf of) a health professional. This could be anything from the notes made by a GP in your local surgery to results of an MRI scan or X-rays.


Health records are extremely personal and sensitive. They can be held electronically or as paper files, and are kept by a range of different health professionals both in the NHS and the private sector.


How can I access my records?

To do so, you will need to make your request in writing (or by email) to St James Surgery. Alternatively you can complete the dedicated SAR form available on our website or via reception. This is known as a subject access request.

Subject Access Request (SARs)


We will need your name, address, DOB, and ideally an up to date contact telephone number. You do not have to give a reason for applying for access to your health records.

However, to save the NHS time and resources, it would be helpful if you would inform us - if you do not need access to your entire health record - of the periods and parts of your health records that you require, along with details which you may feel have relevance (e.g. consultant name, location, diagnosis).


There is no fee for making an SAR, but if manifestly unfounded or excessive, particularly if it is repetitive, a fee can be charged.


You should receive a reply to your request within 1 calander month.


You should also be aware that in certain circumstances your right to see some details in your health records may be limited in your own interest or for other reasons ( protect the privacy of third parties). You also have the right to have information explained to you where necessary (e.g. medical abbreviations).


We can provide you with a printout of the information requested or export the information (e.g. as a .pdf file) onto an encrypted CD-ROM. This is our default method of providing information.

General Data Protection Regulations (GDPR)

New data protection regulations came into force on 25th May 2018. If you would like to read more about these new regulations, full details can be found on the information commissioners website by following this link. GDPR 


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