Every patient registered with a GP practice has the legal right to access their medical records for free.

Your records may include appointment history, test results, referral or hospital discharge letters, vaccination or childhood immunisations.

You can also nominate someone you trust to have access to your records if you need to.

Records are available digitally through our online service, SystmOne and the NHS App.

If you already have access to SystmOne, you can access your records with the button below. Our Reception team can set up access if you haven’t registered previously – call them on 0191 265 5755.

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Accountable GP

From the 1st April 2015 the NHS requires that every patient is allocated a named accountable GP. All patients registered patients have been allocated a named GP and any newly registered patients will be allocated a named GP within 21 days of registering. This is for administrative purposes only and you retain the right to see any of our GPs. You will still be able to book an appointment with the GP of your choice.

What does ‘accountable’ mean?

The named accountable GP takes responsibility for the co-ordination of all medical services and ensures they are delivered to each of their patients where required.
This new arrangement has been introduced to reassure patients that they have one GP within the practice who is responsible for ensuring that work is carried out on their behalf.

Does the requirement mean 24-hour responsibility for patients?
No. The named GP will not:

• take on responsibility for the work of other doctors or health professionals
• take on 24-hour responsibility for the patient, or have to change their working hours.
• be the only GP or clinician who will provide care to that patient

Can patients choose their own named GP?

Patients have been allocated a named GP by the practice. However, if a patient requests a particular GP, reasonable efforts will be made to accommodate their preference.

Do patients have to see the named GP when they book an appointment with the practice?

No. Patients are free to choose to see any GP or nurse in the practice.

If you would like to know who your named accountable GP is, or you have a preference as to which GP you are allocated please contact the Surgery for more information.

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From 1st October 2023, Biddlestone Health Group will no longer accept new Shared Care agreements.

This decision has been made jointly with our neighbouring practices in and Primary Care Networks.

We have been receiving a growing number of requests from an increasingly large number of providers.

These requests place an increasing amount of work on our Practice team, and at times, this additional workload is impacting our ability to deliver our core services to you, our patients.

Shared Care Agreements are not a ‘core’ part of our work in General Practice, and without adequate resources to deal with this increasing demand, we can’t continue to assure ourselves that patients are safely monitored to the highest standards of care.

What this may mean for patients

If there is already a Shared Care Agreement in place for your care, this will continue.

For patients with new treatment plans put in place by Specialists, responsibility for prescribing and monitoring your medication will remain solely with your Specialist. Rather than coming to the Practice for monitoring or reviews, you may be given an outpatient appointment at a hospital or other NHS location.

Examples of medication that may be affected:

DMARD (commonly used for arthritis)	Immunosuppressants	ADHD medications	‘High Risk’ medications
Methotrexate (oral / injection)	Tacrolimus (oral)	Methylphenidate	Amiodarone
Leflunomide	Sirolimus	Dexamfetamine	Dronedarone
Penicillamine	Mycophenolate	Lisdexamfetamine	Riluzole
Sulfasalazine	Ciclosporin (oral)	Atomoxetine	Lithium
Hydroxychloroquine		Guanfacine	Valproate (in people of child-bearing potential 12-55y
Azathioprine			Midodrine
Mercaptopurine (6-MP)			Tolcapone

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Who to talk to

Most complaints can be resolved at a local level. Please speak to a member of staff if you have a concern and they will assist you where possible.

Alternatively, ask to speak to the complaints manager, Peter Bainbridge (Practice Manager) but note this may need to be a booked appointment.

A complaint can be made verbally or in writing. A complaints form is available from reception. Additionally, you can send us your complaint via email to:

nencicb-ng.biddlestonesecretaries@nhs.net

Talk to us

Every patient has the right to make a complaint about the treatment or care they have received at Biddlestone Health Group.

We understand that we may not always get everything right and by telling us about the problem you have encountered, we will be able to improve our services and patient experience.

If for any reason you do not want to speak to a member of our staff, then you can request that the Integrated Care Board (ICB) investigates your complaint. They will contact us on your behalf:

North East and North Cumbria ICB
Goldcrest Way
Newburn Riverside (Business Park)
Newcastle upon Tyne
NE15 8NY
nencicb-ng.enquiries@nhs.net

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Fitness to Fly certificates do not form part of our NHS General Medical Services (GMS) contract and our GPs are therefore under no contractual obligation to provide them.

The British Medical Association (BMA) advises caution in this area, as there can be significant medico-legal implications. Doctors are only able to comment on information recorded in the patient’s notes and on their current health status. They cannot confirm future fitness (e.g. “fit for the duration of a holiday”), as this may be misleading and expose the doctor to legal risk.

Fitness to fly assessments can also be complex, often requiring specialist training and knowledge, particularly for patients with chronic health conditions or during pregnancy. GPs are not trained in aviation medicine, are not indemnified for providing such certification, and do not usually have access to all relevant specialist records (e.g. maternity notes). For these reasons, Biddlestone Health Group does not issue Fitness to Fly letters or certificates.

We appreciate that this may be inconvenient, but our primary responsibility is to ensure safe and appropriate medical care. Airlines commonly require confirmation that a passenger’s condition is stable, including details of:

• the nature, severity, and stability of the condition,
• medication being taken, and
• any relevant information regarding mobility.

Specialist private providers are available who can carry out the necessary assessment and provide certification.

Airline Guidance

Most airlines require a doctor’s certificate confirming the stage of pregnancy and that the individual is fit to fly. While “doctor” may include a GP, it also includes hospital specialists such as obstetricians, who are often better placed to provide this information. Pregnant women may therefore obtain the required paperwork from their midwife or obstetric team.

The UK Civil Aviation Authority states that most airlines have medical advisors who make the final decision on whether a passenger is fit to travel. For further information, please refer to their health guidance here: CAA – Health Guidelines for Air Travel.

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Foundation year 2 (F2) doctors are fully qualified doctors with experience of hospital medicine. They are pursuing a career in hospital medicine but, as part of their training they spend time in general practice to help further develop their core skills. They also contribute to the education and training of the wider healthcare workforce. You may be offered an appointment with the F2 doctor.

F2 doctors need to video some of their consultations as part of their ongoing assessment and development. The video is confidential and would only be used for teaching purposes. You may be asked by the receptionists if you would like to take part. There is no obligation to agree to the video. If you do agree, you will always be asked at the beginning and end of the consultation whether you are happy for the video to be used.

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You have a right to see your complete medical records and how the NHS has shared your information.

There are different ways to do this.

Your Medical Records

Your complete medical records, including copies of letters sent to and from us, scans, x-rays and notes, are held by your GP practice. The records include details of any care or treatment you have received in hospitals or elsewhere in the NHS.

You have a right to request this information, and GP practices are obliged to show it to you.

To get this information, please either speak to the practice team or use our online services.

If you have previously registered for online services with your GP, you can simply log in and see your records, including details of previous appointments, medications, tests results and vaccines.

If you haven’t logged in previously, you will need to register an account to gain access. To do this, go to your GP’s online access page.

The same information is also available through the NHS App. You can find details of how to download, register, login and access your records on the NHS app here.

You will also have a Summary Care Record (SCR) unless you have explicitly chosen not to have one.

An SCR holds vital information about your medical history, medications, allergies and any previous bad reactions. It is available to anyone involved in your care and helps NHS staff make the best decisions for your health.

SCRs are not currently available online, so please speak to the practice team if you would like to see yours.

Information held by NHS Digital

NHS Digital also collects are stores patient information for research and planning purposes.

As with information held by your GP, you have a right to request this information and be shown it. 

Often this information is kept in coded formats rather than readable text, but you will be given a list of what those codes mean.

To get access to this coded statistical information, you will need to submit a Subject Access Request.

NHS Digital have a subject access form that you can complete and submit by email to enquiries@nhsdigital.nhs.uk. 

Please be aware you will need to supply various pieces of information and documents to prove your identity. You can find full details of what you need to do to submit a subject access request on the NHS Digital website.

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All GP practices are required to declare the mean earnings (e.g. average pay) for GPs working to deliver NHS Services to patients at each practice

The average earnings for the GP’s working in Biddlestone Health Group in the last financial year was £55,821 before taxation and national insurance. This is for 4 full time GP, 1 part time GP’s and 4 locums who worked in the practice for a total of six months or more.

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The practice is accredited as a training practice. This means a fully qualified doctor training to specialise in general practice will be working at the practice. You may be offered an appointment with the GP registrar.

GP registrars need to video some of their consultations as part of their ongoing assessment and development. The video is confidential and would only be used for teaching purposes. You may be asked by the receptionists if you would like to take part. There is no obligation to agree to the video. If you do agree, you will always be asked at the beginning and end of the consultation whether you are happy for the video to be used.

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We want everyone to feel welcome and able to visit our practice. Here’s how we make it easy for people to get around and use our building:

Getting In and Around

• Step-Free Access: There are no steps at our entrance, so it’s easy for wheelchairs, walking aids, or prams to get in.
• Accessible Parking: We have special parking spaces close to the door for people who need extra help.
• Automatic Doors: Our doors open by themselves, so you don’t have to push or pull them.
• Wide Spaces: The hallways and doorways are wide, making it simple to move around in a wheelchair or with a walking aid.
• Lift: Stair-free access to first floor rooms.
• Accessible Toilets: There’s a large toilet with grab rails and an emergency cord to make it safer and easier to use.

Communication

• Hearing Loop: If you use a hearing aid, we have a system to make it easier for you to hear at reception.
• Clear Signs: Signs around the building show where to go, and they’re easy to read.
• Quiet Space: A quiet waiting room area.

Need Help?

If you need extra help when you visit, our staff are happy to assist. Just ask us if you need help opening a door, finding your way, or anything else.

If you need someone to translate sign language or help you communicate, let us know before your visit so we can arrange it for you.

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We keep records about you and your health so we can look after you.

Your name, where you live and how old you are

Who you live with and who looks after you

What care we have given you

Photographs we take of you

Results and scans of your body like X-Rays

We keep this information on:

Computers

Paper medical records

We always keep your information private

People in the practice who look after you can use your information to look after you.

Sometimes we might need to share your records with other people who look after you, such as the hospital or another doctor or nurse.

People who use your information cannot tell anyone about what you say to them, unless they are worried about your safety, or the safety of someone else.

Sometimes we need to use your information to help other people, to teach them or learn new things.  We will remove your name, age and where you live so no one will know it’s about you.

If you want to look at your records or if you have some questions about them, or don’t think they are correct, please ask a member of staff and we can help.

Ask your doctor or nurse any questions you want.  You can also speak to the Data Protection Officer whose job it is to help us keep your information safe and private.

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The NHS has a zero tolerance policy of all violence and aggression. This includes, but is not limited to, physical, digital and verbal violence.

This policy is for the protection of all NHS staff, but also for the protection of other patients, their families, visitors, etc. In order to ensure that this zero tolerance approach is adhered to, it is essential to have robust policies and procedures in place. In General Practice, this will need to cover a variety of situations in which incidents could occur.

Generally speaking the majority of patients behave in acceptable or manageable ways, however the incidence of excessively aggressive or violent attacks in the GP practice is increasing.

The practice recognises that there can be contributory reasons for patients behaving in difficult or challenging ways, however, where this tips over into aggression or violence, the practice will adopt a zero tolerance approach.

Biddlestone Health Group aims to provide high quality healthcare and we will treat all patients with respect and dignity. In return we expect all our staff to be treated with respect. We will not tolerate abusive language or threatening behaviour against any member of staff. Such behaviour may result in the offender receiving a written warning letter and / of further measures as appropriate, including being removed from the practice list.

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Biddlestone Health Group

Biddlestone Health Group, Biddlestone Road, Heaton, Newcastle upon Tyne, NE6 5SL
0191 265 5755

Your information, what you need to know

This privacy notice explains why we collect information about you, how that information may be used, how we keep it safe and confidential 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. These records help to provide you with the best possible healthcare and help us to protect your safety.

We collect and hold data for the purpose of providing healthcare services to our patients and running our organisation which includes monitoring the quality of care that we provide. In carrying out this role we may collect information about you which helps us respond to your queries or secure specialist services. We may keep your information in written form and/or in digital form. The records may include basic details about you, such as your name and address. They may also contain more sensitive information about your health and also information such as outcomes of needs assessments.

The NHS Constitution establishes the principles and values of the NHS in England. It sets out rights to which patients, public and staff are entitled, and pledges which the NHS is committed to achieve, together with responsibilities, which the public, patients and staff owe to one another to ensure that the NHS operates fairly and effectively.

NHS  England

On 1 February 2023 NHS England and NHS Digital merged, meaning that NHS England has assumed responsibility for all activities previously undertaken by NHS Digital. This includes running the vital national IT systems which support health and social care, as well as the collection, analysis, publication and dissemination of data generated by health and social care services, to improve outcomes.. NHS England 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 https://digital.nhs.uk/

We keep a Register of all our information processing activities, including those involving the use of personal information. This records lots of metadata including where we get the information from, with whom we share it, the legal basis allowing us to process personal data and the security arrangements in place. 

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 this GP Practice may hold about you may include the following:

• Details about you, such as your address 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
• We record calls when you call the practice for training and monitoring purposes

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 specific purposes in accordance with the law. The NHS Digital Code of Practice on Confidential Information https://digital.nhs.uk/data-and-information/looking-after-information/data-security-and-information-governance/codes-of-practice-for-handling-information-in-health-and-care/code-of-practice-on-confidential-information  applies to all NHS staff and they are required to protect your information, inform you of how your information will be used, and allow you to decide if and how your information can be shared. All 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 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. Your records are backed up securely in line with NHS standard procedures. We ensure that 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 bound to operate and prove security arrangements are in place where data that could or does identify a person are processed. We are committed to protecting your privacy and will only use information collected lawfully in accordance with:

• Data Protection Act 2018 (UK GDPR)
• 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 have a senior person responsible for protecting the confidentiality of patient information and enabling appropriate information sharing. This person is called the Caldicott Guardian. The Caldicott Guardian for Biddlestone Health Group is Dr Peter Carrington, who can be contacted using the contact details at the top of this document. We also have a Senior Information Risk Owner (SIRO) who is responsible for owning the practice’s information risk. The SIRO is Peter Bainbridge.

We are registered with the Information Commissioner’s Office (ICO) as a data controller which describes the purposes for which we process personal data. A copy of the registration is available from the ICO’s web site by searching on our name.

We maintain our duty of confidentiality to you at all times. We will only ever use or 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. For example it is possible for healthcare professionals in other services to access your record with your permission when the practice is closed. This is explained further in the Local Information Sharing section below.

Under the powers of the Health and Social Care Act 2015, NHS England can request personal confidential data from GP Practices without seeking patient consent for a number of specific purposes, which are set out in law. These purposes are explained below. You may choose to withdraw your consent to personal data being shared for these purposes.

You can object to your personal information being shared with other healthcare providers but should be aware that this may, in some instances, affect your care as important information about your health might not be available to healthcare staff in other organisations. If this limits the treatment that you can receive then the practice staff will explain this to you at the time you object.

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.

Child Health Information

We wish to make sure that your child has the opportunity to have immunisations and health checks when they are due. We share information about childhood immunisations, the 6-8 week new baby check and breast-feeding status with NHS Newcastle Foundation Trust health visitors and school nurses.

Clinical audit

Information may be used by the Integrated Care Board (ICB) for clinical audit to monitor the quality of the service provided to patients with long terms conditions. Some of this information may be held centrally and used for statistical purposes (e.g. the National Diabetes Audit). When this happens, strict measures are taken to ensure that individual patients cannot be identified from the data.

Clinical Research

Sometimes your information may be requested to be used for research purposes – we will always ask your permission before releasing your information for this purpose.

Claims and Complaints

Should you make a complaint or claim we may need to provide information about you and your treatment to insurers, indemnifiers, or legal advisers.

GP Connect

The GP Connect service allows GP practices and clinical staff to share GP Practice clinical information and data between IT systems, quickly and efficiently via Application Programming Interfaces (APIs). GP Connect is not used for any purpose other than direct care. Further information is available here https://digital.nhs.uk/services/gp-connect/gp-connect-in-your-organisation/gp-connect-privacy-notice

Improving Diabetes Care

Information that does not identify individual patients is used to enable focussed discussions to take place at practice-led local diabetes review meetings between health care professionals. This enables the professionals to improve the management and support of these patients.

Individual Funding Request

An ‘Individual Funding Request’ is a request made on your behalf, with your consent, by a doctor, for funding of specialised healthcare which falls outside the range of services and treatments that the ICB has agreed to commission for the local population. An Individual Funding Request is taken under consideration when a case can be set out by a patient’s doctor that there are exceptional clinical circumstances which make the patient’s case different from other patients with the same condition who are at the same stage of their disease, or when the request is for a treatment that is regarded as new or experimental and where there are no other similar patients who would benefit from this treatment. A detailed response, including the criteria considered in arriving at the decision, will be provided to your GP.

Invoice Validation

Invoice validation is an important process. It involves using your NHS number to check that the ICB 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 registered GP practice. If you require attention from a local health or care professional outside of your usual practice services, such as a GP Federation Service, Emergency Department, Minor Injury Unit or Out Of Hours service, the professionals treating you are better able to give you safe and effective care if some of the information from your GP record is available to them.

Where available, this information can be shared electronically with other local healthcare providers via a secure system designed for this purpose. Depending on the service you are using and your health needs, this may involve the healthcare professional accessing a secure system that enables them to view parts of your GP electronic patient record (e.g. Great North Care Record Care Summary or your Summary Care Record) or a secure system that enables them to view your full GP electronic patient record (e.g. EMIS remote consulting system).

In all cases, your information is only accessed and used by authorised staff who are involved in providing or supporting your direct care. Your permission will be asked before the information is accessed, other than in exceptional circumstances (e.g. emergencies) if the healthcare professional is unable to ask you and this is deemed to be in your best interests (which will then be logged).

When analysing current health services and proposals for developing future services it is sometimes necessary to link separate individual datasets to be able to produce a comprehensive evaluation.  This may involve linking primary care GP data with other data such as secondary uses service (SUS) data (inpatient, outpatient and A&E).  In some cases there may also be a need to link local datasets which could include a range of acute-based services such as radiology, physiotherapy, audiology etc, as well as mental health and community-based services such as Improving Access to Psychological Therapies (IAPT), district nursing, podiatry etc.  When carrying out this analysis, the linkage of these datasets is always done using a unique identifier that does not reveal a person’s identity. We may also contract with other organisations to process data. These organisations are known as Data Processors. We ensure external data processors that support us are legally and contractually bound to operate and prove security arrangements are in place where data that could or does identify a person are processed.

Currently, the external data processors we work with include NHS North of England Commissioning Support Unit, which is based at John Snow House, Durham, DH1 3YG and which has been granted a legal basis for processing data for us and which operates under strict controls to ensure your information is handled lawfully.

We record any instances where we transfer personal information to a third country or international organisation. This is very limited and we check and record the safeguards in place to protect the information to be transferred.

National Fraud Initiative – Cabinet Office

The use of data by the Cabinet Office for 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 the Data Protection Act 2018. Data matching by the Cabinet Office is subject to a Code of Practice. For further information see:

https://www.gov.uk/government/publications/code-of-data-matching-practice-for-national-fraud-initiative

National Registries

National Registries (such as the Learning Disabilities Register) have statutory permission under Section 251 of the NHS Act 2006, to collect and hold service user identifiable information without the need to seek informed consent from each individual service user.

Risk Stratification

‘Risk stratification for case finding’ is a process for identifying and managing patients who have or may be at-risk of health conditions (such as diabetes) or who are most likely to need healthcare services (such as people with frailty). Risk stratification tools used in the NHS help determine a person’s risk of suffering a particular condition and enable us to focus on preventing ill health before it develops. Information about you is collected from a number of sources including NHS Trusts, GP Federations and your GP Practice. A risk score is then arrived at through an analysis of your de-identified information. This can help us identify and offer you additional services to improve your health.

Risk-stratification data may also be used to improve local services and commission new services, where there is an identified need. In this area, risk stratification may be commissioned by the North East and North Cumbria Integrated Care Board. Section 251 of the NHS Act 2006 provides a statutory legal basis to process data for risk stratification purposes.

If you do not wish information about you to be included in any risk stratification programmes, please let us know. Please be aware that this may limit the ability of healthcare professionals to identify if you have or are at risk of developing certain serious health conditions.

Safeguarding

To ensure that adult and children’s safeguarding matters are managed appropriately, access to identifiable information will be shared in some limited circumstances where it’s legally required for the safety of the individuals concerned.

Summary Care Record (SCR)

The NHS in England uses a national electronic record called the Summary Care Record (SCR) to support patient care. It contains key information from your GP record. Your SCR provides authorised healthcare staff with faster, secure access to essential information about you in an emergency or when you need unplanned care, where such information would otherwise be unavailable.

Summary Care Records are there to improve the safety and quality of your care. SCR core information comprises your allergies, adverse reactions and medications. An SCR with additional information can also include reason for medication, vaccinations, significant diagnoses / problems, significant procedures, anticipatory care information and end of life care information. Additional information can only be added to your SCR with your agreement.

Please be aware that if you choose to opt-out of SCR, NHS healthcare staff caring for you outside of this surgery may not be aware of your current medications, allergies you suffer from and any bad reactions to medicines you have had, in order to treat you safely in an emergency. Your records will stay as they are now with information being shared by letter, email, fax or phone. If you wish to opt-out of having an SCR please return a completed opt-out form to the practice. Further information is available here https://digital.nhs.uk/services/summary-care-records-scr/summary-care-record-supplementary-transparency-notice

Supporting Medicines Management

The ICB operates or commissions a pharmacist prescribing advice service to support local GP practices with prescribing queries, which may require identifiable information to be shared. Pharmacists and pharmacy technicians (who may be employed by the practice, primary care network, ICB or external partners) work with your usual GP to provide advice on medicines, prescription ordering processes, prescribing queries, and review prescribing of medicines to ensure that it is appropriate for your individual needs, safe and cost-effective. Where specialist prescribing support is required, the ICB medicines management team may discuss product choice with your GP and your nominated community pharmacist to ensure evidence based cost effective choices are made to support your care.

Supporting Locally Commissioned Services

ICBs support GP practices by auditing anonymised data to monitor locally commissioned services, measure prevalence and support data quality. The data does not include identifiable information and is used to support patient care and ensure providers are correctly paid for the services they provide.

Data Retention

We manage patient records in line with the Records Management NHS Code of Practice  https://www.nhsx.nhs.uk/information-governance/guidance/records-management-code/ which sets the required standards of practice in the management of 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
• Specialist Trusts
• GP Federations
• Independent Contractors such as dentists, opticians, pharmacists
• Private Sector Providers
• Voluntary Sector Providers
• Ambulance Trusts
• Integrated Care Boards
• Social Care Services
• Local Authorities
• Education Services
• Fire and Rescue Services
• Police
• Other ‘data processors’

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 and in relation to the above mentioned themes we will assume you are happy to 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, such as notification of new births, 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.

Your Rights

Your right to opt out

The national data opt-out allows people to opt out of their confidential patient information being used for research and planning. It was introduced on 25 May 2018, providing a facility for individuals to opt-out from the use of their data for research or planning purposes. The national data opt-out replaces the previous ‘type 2’ opt-out, which required NHS Digital not to share a patient’s confidential patient information for purposes beyond their individual care. Any patient that had a type 2 opt-out has had it automatically converted to a national data opt-out from 25 May 2018 and has received a letter giving them more information and a leaflet explaining the new national data opt-out. If a patient wants to change their choice, they can use the new service to do this.  You can find out more from by clicking here https://www.nhs.uk/your-nhs-data-matters/

Patients who have a type 1 opt-out

Some patients will have a type 1 opt-out registered with the practice, You can tell the practice if you do not want your confidential patient information held in your GP medical record to be used for purposes other than your individual care. This is commonly called a type 1 opt-out. This opt-out request can only be recorded by your GP practice.

If your wishes cannot be followed, you will be told the reasons (including the legal basis) for that decision. There are certain circumstances where a person is unable to opt out but these are only where the law permits this such as in adult or children’s safeguarding situations.

You have a right in law to refuse or withdraw previously granted consent to the use of your personal information. There are possible consequences of not sharing such as the effect this may have on your care and treatment but these will be explained to you to help with making your decision.

If you wish to exercise your right to opt-out, or to speak to somebody to understand what impact this may have, if any, please contact us using the usual practice contact details.

You can find out more by clicking here https://www.nhs.uk/using-the-nhs/about-the-nhs/opt-out-of-sharing-your-health-records/

Right of Access to Your Personal Information

We will tell you if we use your personal information, what that information is and why we use it. We will also tell you where we obtained the information from and with whom we share your information. Under this right we have to tell you how long we intend to keep your information for.

You are entitled to obtain a copy of the personal information held about you by the practice. You can view this or request copies of the records by making a subject access request. Any request to access or obtain a copy of this information will be considered in line with the data protection legislation. This is generally free of charge unless your request is very complicated and/or unreasonably excessive; if you require further copies of information already provided to you we may charge a reasonable administrative fee. If you want to access your data you can contact us using the contact details at the top of this notice. Under special circumstances, some information may be withheld.

Right to Rectification

This right allows you to ask for any information you believe to be inaccurate or incomplete to be corrected and completed. We are allowed one month from the date of your request in which to perform any such corrections or add supplementary statements. We will communicate any rectification of information to anyone to whom it has been disclosed unless this is not possible or involves disproportionate effort. We will tell you who those recipients are if you ask us. 

Right to Erasure

This right is also commonly referred to as the ‘right to be forgotten’. You have the right to erasure of personal data if:

• the data are no longer needed for their original purpose (and no new lawful purpose exists);
• the lawful basis for the processing is your consent, and you withdraw that consent, and no other lawful ground exists;
• you exercise the right to object and we have no overriding grounds for continuing the processing;
• the data have been processed unlawfully or erasure is necessary for compliance with the law.

The practice can refuse to erase your data in the following circumstances:

· When keeping your data is necessary for reasons of freedom of expression and information (this includes journalism and academic, artistic and literary purposes).

• When we are legally obliged to keep hold of your data.
• When keeping hold of your data is necessary for reasons of public health.
• When keeping your data is necessary for establishing, exercising or defending legal claims.
• When erasing your data would prejudice scientific or historical research, or archiving that is in the public interest.

The majority of processing of healthcare related personal information is undertaken under our statutory duty to provide such care. This means that we are required by law to hold your personal data and you do not have the ability to have that data erased in most circumstances.

Right to Restriction of Processing

Restriction means marking information with the aim of limiting its processing in the future. You have the right to restrict the processing of personal data if:

• the accuracy of the data is contested (and only for as long as it takes to verify that accuracy);
• the processing is unlawful and you request restriction (as opposed to exercising the right to erasure);
• we no longer need the data for their original purpose, but the data are still required by the practice to establish, exercise or defend legal rights; or
• if verification of overriding grounds is pending, in the context of an objection to processing under Article 21(1).

Where we have disclosed personal data to any third parties, and you have subsequently exercised any of the rights of rectification, erasure or blocking, we must notify those third parties of you having exercised those rights.

We are exempt from this obligation if it is impossible or would require disproportionate effort. You are also entitled to request information about the identities of those third parties. Where we have made the data public, and you exercise these rights, the practice must take reasonable steps (taking costs into account) to inform third parties that you have exercised those rights.

Right to Data Portability

The purpose of this right is to give a person more control over their personal information. Data Portability means you have the right to receive a copy of personal information which you have given us in a structured, commonly-used, machine-readable format and to have it transferred directly to another ‘controller’ where technically possible. This right only applies to information which is processed by automated means and where you have given consent to the processing or where processing is necessary for the performance of a contract.  It does not apply if the processing is needed to comply with a legal obligation, our official duties or is for a task carried out in the public interest. It is therefore unlikely to apply to any of the processing carried out by the practice.

Right to Object

You can object to the processing of your personal information if the processing activity is necessary for the performance of a task carried out in connection with our lawful, official duties or those of a third party, or a task carried out in the public interest. We could refuse to comply with a request only where we could show that there was an overriding legal reason or if we need to process the information in relation to a legal claim.

You also have a separate right to object to processing if it is for direct marketing purposes. We do not use your information in this way but if we did we would tell you about it. This right also includes a specific right to object to research uses except where this is done in the public interest.

Automated Decision-Making, Including Profiling

Profiling means any form of automated processing (i.e. processed by a computer and not a human being) of  personal information used to analyse, evaluate or predict things about someone; this can include things like someone’s health, personal preferences, interests, economic situation, reliability, performance at work behaviour, location or movements.

Under this right you can ask not to be subject to a decision made solely by automated means, including any profiling, which affects you in a legal way or has a similar significant effect. Automated decision-making and profiling is not allowed if it involves certain types of information; these ‘special categories’ of information are deemed to carry more sensitivity therefore we cannot use your health information for automated decision-making or profiling unless we have your explicit consent or there is substantial public interest allowing us to do so. We currently do not carry out any automated decision-making, including profiling.

Consent

Where processing is based on consent you have the right to withdraw consent to process your personal data.

Right to Complain to the Information Commissioner’s Office (ICO)

If you have concerns or are unhappy about any of our services, please contact the Practice Manager. For independent advice about data protection, privacy and data-sharing issues, or to complain to the ICO if you think any processing of your personal data infringes data protection legislation you can contact:

The Information Commissioner

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Phone: 0303 123 1113 Website: www.ico.gov.uk

Data Protection Officer (DPO)

As a public authority the practice must appoint a DPO. The DPO is an essential role in facilitating ‘accountability’ and the organisation’s ability to demonstrate compliance with the data protection legislation. The DPO for the practice is Liane Cotterill, who can be contacted via the contact details at the top of this notice.

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 are incorrect in order for this to be amended. 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 or other health screening information. Please let us know if you do not wish to receive reminders on your mobile.

OpenSAFELY Data Analytics Service

NHS England has been directed by the government to establish and operate the OpenSAFELY COVID-19 Service and the OpenSAFELY Data Analytics Service. These services provide secure environment and health surveillance for COVID-19 and other purposes.

Each GP practice remains the controller of its own GP patient data but is required to let approved users run queries on pseudonymised patient data. This means identifiers are removed and replaced with a pseudonym.

Only approved users are allowed to run these queries and they will not be able to access information that directly or indirectly identifies individuals.

Patients who do not wish for their data to be used as part of this process can register a type 1 opt out with their GP. Here you can find additional information about OpenSAFELY

The creation and maintenance of a pseudonymised GP dataset (only coded patient data), held within Optum/TPP, made available to NHS England approved studies via the OpenSAFELY platform.

The GP data remains under practice control and is retained for the duration of the DPN, with only study-specific cohorts and results transferring to NHS England control.

The DPN establishes a legal obligation (UK GDPR Article 6 (1)(c) on practices, with purposes and safeguards set out in the DPN.

Reviews of and Changes to our Privacy Notice

We will keep our Privacy Notice under regular review. This notice was last reviewed in July 2024, with additional information added January 2026.

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Request for Proxy Access to online services

This form can be used to request proxy access to another patients medical records.

Online access may be granted for parents, carers or legal guardians to access children’s records under the age of 13.Children aged 13 and over are required to consent to proxy access to their records under General Data Protection Regulations.

Proxy access applications will not be accepted from any third party commercial company i.e. Insurance company or solicitors.

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Last updated: 29 July 2026

This privacy notice explains how Simpliy Limited collects and uses personal information when you visit or administer this website. It applies to the website itself and is separate from the GP practice’s patient privacy notice.

The GP practice’s patient privacy notice explains how the practice uses information about patients, including medical records and information used to provide healthcare. This website does not collect patient enquiries or medical information directly. Links to appointments, prescriptions, online consultations and other healthcare services take you to external services with their own privacy notices.

Who is responsible for website information?

Simpliy Limited is the data controller for the personal information described in this website privacy notice.

Simpliy Limited is registered in England and Wales under company number 17342355. Its registered office is 66 Paul Street, London, England, EC2A 4NA. Simpliy Limited also trades as Simpliy Primary Care and Hampson Miller.

For privacy questions, requests or complaints relating to this website, contact the Data Protection Officer at dpo@simpliy.uk.

Information we collect

Information collected when you browse the website

Our website systems may automatically collect limited technical information needed to provide and protect the website, including:

• your internet protocol (IP) address;
• the date and time of your visit;
• the pages and files requested;
• your browser, device type and operating system;
• the website or page that referred you to this website; and
• security, diagnostic and error information.

We use this information to deliver pages, maintain security, investigate faults, prevent misuse and understand the performance of the website.

Google Analytics

We use Google Analytics to understand how people use the website and to help us improve its content, navigation, accessibility and performance. Analytics information may include:

• pages viewed and time spent on the website;
• general interaction and navigation information;
• approximate location, such as country, region or city;
• browser, device and operating-system information;
• the source of a visit, such as a search engine or referring website; and
• pseudonymous cookie or device identifiers.

We do not use Google Analytics to identify patients, collect medical information, make decisions about individuals or deliver targeted advertising. We do not send names, email addresses, NHS numbers or medical details to Google Analytics.

Google Analytics is activated only where the required cookie choice has been made. You can change or withdraw your choice at any time through the website’s cookie settings. Withdrawing consent does not affect the lawfulness of processing that took place before withdrawal.

Google Analytics 4 uses IP addresses at the point of collection to derive general location information and then discards them before the IP address is logged by Analytics. More information is available in Google’s Privacy Policy.

Cookies and similar technologies

The website uses strictly necessary cookies and similar technologies to operate securely and remember choices such as cookie preferences. These do not require consent where they are essential to provide the website.

Google Analytics cookies are non-essential and are controlled through the website’s cookie settings. The website’s separate cookie notice gives more detail about the cookies in use, their purposes and how long they last.

Website administration accounts

If you are an authorised member of GP practice staff or a Simpliy administrator, we may process your name, work email address, username, account permissions, login records and website activity. We use this information to manage access, provide support, maintain an audit trail and protect the website.

Privacy enquiries and complaints

If you contact our Data Protection Officer, we will process the contact details, correspondence and any other information needed to respond to your request or investigate your complaint. Please do not send medical information to Simpliy. Patient or clinical matters should be sent directly to the GP practice through an appropriate channel.

Why we use your information

Under UK data protection law, we must have a lawful basis for using personal information. We rely on:

• Legitimate interests to operate, secure, maintain and improve the website; manage authorised administration accounts; prevent misuse; diagnose faults; and respond to general privacy enquiries. We balance these interests against the rights and expectations of website users.
• Consent for non-essential analytics cookies and related Google Analytics processing where consent is required. You may withdraw this consent at any time through the cookie settings.
• Legal obligation where we must use or retain information to meet a duty imposed by law, including responding to information-rights requests and data protection complaints.

We do not intentionally collect special-category information, such as health information, through this website.

Who we share information with

We share personal information only where necessary and proportionate. Recipients may include:

• our UK-based website hosting, infrastructure, backup, security and technical-support suppliers;
• Google, where Google Analytics is enabled in accordance with your cookie choice;
• professional advisers, insurers or auditors where reasonably necessary; and
• regulators, law-enforcement bodies, courts or other authorities where disclosure is required or permitted by law.

We do not sell website-user information. We do not share it for targeted advertising.

Links to external healthcare services

This website links to services operated by other organisations, which may include NHS bodies, online consultation providers, appointment or prescription services, mapping services and other healthcare organisations.

When you follow an external link, the other organisation is responsible for the information it collects. Its own privacy notice and cookie information will apply. Simpliy does not receive the information you enter into those external services unless this is expressly stated at the time.

Where information is processed

The website and its core hosting data are located in the United Kingdom.

Google Analytics is a global service, and Google or its authorised subprocessors may process analytics information outside the United Kingdom. Where a restricted international transfer takes place, we rely on appropriate contractual and legal safeguards, such as applicable standard contractual clauses and the UK international data transfer addendum or another lawful transfer mechanism. Further information is available in Google’s data processing terms.

How long we keep information

We keep personal information only for as long as it is needed for the purpose for which it was collected:

• routine server, diagnostic and security logs are normally retained for up to 30 days, unless they are needed for longer to investigate a security incident, fault or misuse;
• Google Analytics user-level and event-level information is retained for no longer than 14 months, while aggregated reports may remain available for longer;
• cookie-choice records are normally retained for up to 12 months before the website asks you to confirm your choice again;
• administration-account information is kept while access is authorised and is removed or anonymised when it is no longer required; relevant security and audit records may be retained for up to 12 months;
• privacy-request and complaint records are normally retained for up to three years after the matter is closed; and
• deleted information may remain in encrypted backups for up to 30 days before being overwritten.

We may retain information for longer where this is required by law, needed to establish or defend legal claims, or necessary to investigate a security incident.

How we protect information

We use appropriate technical and organisational measures designed to protect website information. These include encrypted connections, controlled administrative access, role-based permissions, secure backups, software updates, security monitoring and procedures for managing incidents and data breaches. Access is limited to people and suppliers who need it for an authorised purpose.

No internet service can be guaranteed to be completely secure. If we identify a personal-data breach, we will assess it, take appropriate action and notify affected individuals and the Information Commissioner’s Office where the law requires us to do so.

Your data protection rights

Depending on the circumstances, you may have the right to:

• ask for a copy of your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to delete your information;
• ask us to restrict how we use your information;
• object to processing based on legitimate interests;
• receive certain information in a portable format; and
• withdraw consent where processing is based on consent.

These rights are not absolute and may not apply in every situation. To exercise a right, email dpo@simpliy.uk. We may need to confirm your identity before acting on a request.

Automated decision-making

We do not use website information to make solely automated decisions that have legal or similarly significant effects on individuals.

How to make a complaint

If you have concerns about how Simpliy has handled website information, email dpo@simpliy.uk. We will acknowledge a data protection complaint within 30 days, investigate it appropriately, keep you informed where necessary and explain the outcome.

You also have the right to complain to the Information Commissioner’s Office (ICO). You can find guidance at ico.org.uk/make-a-complaint, call 0303 123 1113, or write to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Changes to this notice

We may update this notice when the website, our suppliers or the law changes. The latest version will be published on this page and identified by the “Last updated” date.

Contact us

Data Protection Officer
Simpliy Limited
66 Paul Street
London
EC2A 4NA
Email: dpo@simpliy.uk

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