Data Protection Act & GDPR

Why We Collect Information About You

In the NHS, we aim to provide you with the highest quality of health care. To do this we must keep records about you, your health, and the care we have provided or plan to provide to you.

These records may include:

  • Basic details about you, such as address, date of birth, next of kin;
  • Contact we have had with you such as clinical visits;
  • Notes and reports about your health;
  • Details and records about your treatment and care;
  • Results of x-rays, laboratory tests, etc;
  • Relevant information from people who care for you and know you well, such as health professionals and relatives.

It is good practice for people in the NHS who provide care to:

  • Discuss and agree with you what they are going to record about you;
  • Give you copy of letters they are writing about you; and
  • Show you what they have recorded about you, if you ask.

How Your Records Are Used

The people who care for you use your records to:

  • Provide a good basis for all health decisions made by you and care professionals;
  • Allow you to work with those providing care;
  • Make sure your care is safe and effective, and;
  • Work effectively with others providing you with care.

Others may also need to use records about you to:

  • Check the quality of care (such as clinical audit);
  • Protect the health of the general public;
  • Keep track of NHS spending;
  • Manage the health service;
  • Help investigate any concerns or complaints you or your family have about your health care;
  • Teach health workers; and
  • Help with research.

Some information will be held centrally to be used for statistical purposes. In these instances, we take strict measures to ensure that individual patients cannot be identified.

We use anonymous information, wherever possible, but on occasions we may use personally identifiable information for essential NHS purposes, such as research and auditing. However, this information will only be used with your consent, unless the law requires us to pass on the information.

Your Rights to Your Data

You have the right to confidentiality under the Data Protection Act 1998 (DPA) and new EU General Data Protection Regulation (GDPR), the Human Rights Act 1998 and the common law duty of confidence (the Disability Discrimination and the Race Relations Acts may also apply).

You have the right to ask for a copy of all records about you (you may have to pay a fee):

  • Your request must be made in writing to the organisation holding your information;
  • There may be a charge to have a printed copy of the information held about you;
  • We are required to respond to you within 40 days;
  • You will need to give adequate information (for example full name, address, date of birth, NHS Number, etc);
  • You will be required to provide ID before any information is released to you.

If you think anything is inaccurate or incorrect, please inform the organisation holding your information.

Freedom of Information Act 2000: Publication Scheme

This is a guide to the Freedom of Information Act 2000 and our Publication Scheme, a more detailed document on the Practice Publication Scheme is available, which we will be pleased to print for you upon request.

The Publication Scheme is a guide on the information that we will routinely make available to the public on the Practice. It is a description on information about our GP’s and the Practice which we will make publicly available. We will not publish personal information about our patients nor will we publish information about certain aspects of our business.

Our commitment to publish information excludes any information which can legitimately withheld under the Freedom of Information Act.

Most of what we provide will be free of charge. When we develop our website, you will be able to download copies of most of our policies, practice and procedure. If we make documents available on the web, then we will not provide you with hard copies free of charge, but will make a charge for doing so.

If your request for information is in excess of what is described as reasonable within the Act, then you will be asked to make a payment for the information. If we do not receive that payment, you will not receive the information you requested.

All requests for information must be submitted to:

The Practice Manager
Pontllanfraith Health Centre
Blackwood Road
NP12 2YU

In addition to information under the Publication Scheme, you are also entitled to request information about the Practice under the NHS Openness Code 1995. The Freedom of Information Act recognises that you have the right to know how public services are organised and run, how much they cost and how decisions are made. There are certain exemptions on the type of information which can be released. If we do not release information to you, we will explain why we have withheld it.

You are also entitled to access your clinical records under the Data Protection Act. If you wish to access information under this legislation, please contact The Practice Manager.

The information we hold is grouped into the following:

Who We Are

Details of the practice, organisational structures, key personnel, names of GP Partners, relevant medical and managerial staff and a full list of services offered and provided.

Our Services

The range of services we provide under contract to the NHS.

Financial Information

The practice receives the majority of its funding from Aneurin Bevan University Local Health Board for the provision of patient healthcare services to our patients within our catchment area. We also receive funding for providing direct services to Aneurin Bevan University Health Board. The Practice also receives income from treating patients for non NHS services.

Policies & Procedures

The practice will classify and publish details of its financial, personnel and health and safety policies and procedures.

The practice is continuing to develop systems for managing governance issues. We have named individuals who have specific responsibilities both clinical and non-clinical.