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Health Data Collection and Health Observatory

The staff at this Practice record information about you and your health so that you can receive the right care and treatment.  We need to record this information, together with the details of the care you receive, so that it is available each time we see you.

The information recorded about you may also be used for reasons other than your personal care, for example, to help to protect the health of the general public, to plan for the future, to train staff and to carry out medical and other health research or studies.

Thus, we are involved in a health observatory based on anonymised patient information.  The reasonable security measures and anonymisation processes are in place to comply with the relevant data protection regulations.  If you would like opt out of this data collection scheme, please let your doctor know and your records will not be collected for use for this Observatory.  This will not affect your care in any way.

If anything to do with the Observatory or derivative research would require that you provide additional information about yourself, you will be contacted by your GP to see if you are willing to take part; you will not be identified in any published results.

You have a right of access to your health records.  If at any time you would like to know more, or have any concerns about how we use your information, please ask reception for more details.

A list of published research using the THIN database is available upon request.  Please contact Michelle Page on telephone number 020 7501 7540 or email info@the-health-improvement-network.co.uk for a copy.

EVERYONE WORKING WITH OR FOR THE NHS HAS A LEGAL DUTY TO KEEP INFORMATION ABOUT YOU CONFIDENTIAL.

Data Protection Notice                                   

  1. About Us

Ravenswood Surgery processes personal identifiable information that relates to patients and is therefore required by law to comply with the General Data Protection Regulations (GDPR), which protect your privacy and ensure that your personal information is processed fairly and lawfully.

  1. About the personal information we use

We use personal information on different groups of individuals including:

  • Patients
  • Staff
  • Contractors
  • Suppliers
  • Complainants, enquirers
  • Professional experts and consultants

The personal information we use includes information that identifies you like your name, address, date of birth and postcode.

We also use more sensitive types of personal information, including information about racial or ethnic origin; political opinions; religious or philosophical beliefs; genetic and biometric data, health; sex life or sexual orientation.

The information we use can relate to personal and family details; education, training and employment details; financial details; lifestyle and social circumstances; visual images; details held in the patient record.

  1. Our purposes for using personal information

We use personal information to enable us to provide healthcare services for patients; research; supporting and managing our employees; maintaining our accounts and records.

  1. Our legal basis for using personal information

Ravenswood Surgery as data controller is required to have a legal basis when using personal information. Ravenswood Surgery considers that performance of our tasks and functions are in the public interest. So when using personal information our legal basis is usually that its use is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority vested in us.  In some situations we may rely on a different legal basis; for example, for compliance with a legal obligation to which Ravenswood Surgery is subject to, for example under the Public Health etc (Scotland) Act 2008 we are required to notify Health Protection Scotland when someone contracts a specific disease.


When we are using more sensitive types of personal information, including health information, our legal basis is usually that the use is necessary:

  • for the provision of health or social care or treatment or the management of health or social care systems and services; or
  • for reasons of public interest in the area of public health; or
  • for reasons of substantial public interest for aims that are proportionate and respect people’s rights, for example research; or
  • in order to protect the vital interests of an individual; or
  • for the establishment, exercise or defence of legal claims or in the case of a court order.  
  • On rare occasions we may rely on your explicit consent as our legal basis for using your personal information. When we do this we will explain what it means, and the rights that are available, to you. You should be aware that we will continue to ask for your consent for other things like taking part in a drug trial, or when you are having a minor surgical procedure.
  • Who provides the personal information

When you do not provide information directly to us, we receive it from other individuals and organisations involved in the delivery of health and care services in Scotland. These include NHS Boards and primary care contractors such as dentists, pharmacists and opticians; other public bodies e.g. Local Authorities and suppliers of goods and services. 

  • Sharing personal information with others

Depending on the situation, where necessary we will share appropriate, relevant and proportionate personal information in compliance with the law, with the following:

  • Our patients and their chosen representatives or carers
  • Staff
  • Current, past and potential employers
  • Healthcare social and welfare organisations
  • Suppliers, service providers, legal representatives
  • Auditors, audit bodies and regulators
  • Educators and examining bodies
  • Research organisations
  • People making an enquiry or complaint
  • Financial organisations
  • Professional bodies
  • Business associates
  • Police forces
  • Security organisations
  • Central and local government
  • Voluntary and charitable organisations
  •  
  • Transferring personal information abroad

It is sometimes necessary to transfer personal health information overseas for example if you require urgent medical treatment abroad. When this is needed information may be transferred to countries or territories around the world. Any transfers made will be in full compliance with NHSScotland Information Security Policy.


  • Retention periods of the information we hold

    1. Within Ravenswood Surgery we keep personal information as set out in the Scottish Government Records Management: NHS Code of Practice (Scotland) Version 2.1 January 2012. The NHS Code of Practice sets out minimum retention periods for information, including personal information, held in different types of records including personal health records and administrative records. We maintain a retention schedule detailing the minimum retention period for the information and procedures for the safe disposal of personal information.  
  • How we protect personal information

  1. We take care to ensure your personal information is only accessible to authorised people. Our staff have a legal and contractual duty to keep personal health information secure, and confidential. The following security measures are in place to protect personal information:
  • All staff undertake training in Data Protection and IT Security
  • Compliance with NHS Scotland Information Security Policy
  • Organisational policy and procedures on the safe handling of personal information
  • Access controls and audits of electronic systems  
  •  
  • Your rights

  1.  

This section contains a description of your data protection rights within Ravenswood Surgery.

 

The right to be informed

 

We must explain how we use your personal information. We use a number of ways to communicate how personal information is used, including:

 

  • This Data Protection Notice
  • Discussions with staff providing your care

 

 

The right of access

 

You have the right to access your own personal information.

 

This right includes making you aware of what information we hold along with the opportunity to satisfy you that we are using your information fairly and legally.

 

You have the right to obtain:

  • Confirmation that your personal information is being held or used by us
  • Access to your personal information
  • Additional information about how we use your personal information
  •  

Although we must provide this information free of charge, if your request is considered unfounded or excessive, or if you request the same information more than once, we may charge a reasonable fee.

 

If you would like to access your personal information, you can request this information by contacting:

 

Practice Manager Lorna Batchelor, Ravenswood Surgery, 8 New Road, Forfar DD8 2AE

 

Once we have received your request and you have provided us with enough information for us to locate your personal information, we will respond to your request without delay, within one month. However If your request is complex we may take longer, by up to two months, to respond. If this is the case we will tell you and explain the reason for the delay.

 

The right to rectification

 

If the personal information we hold about you is inaccurate or incomplete you have the right to have this corrected.

 

If it is agreed that your personal information is inaccurate or incomplete we will aim to amend your records accordingly, normally within one month, or within two months where the request is complex. However, we will contact you as quickly as possible to explain this further if the need to extend our timescales applies to your request.  Unless there is a risk to patient safety, we can restrict access to your records to ensure that the inaccurate or incomplete information is not used until amended.

 

If for any reason we have shared your information with anyone else, perhaps during a referral to another service for example, we will notify them of the changes required so that we can ensure their records are accurate.

 

If on consideration of your request Ravenswood Surgery does not consider the personal information to be inaccurate then we will add a comment to your record stating your concerns about the information. If this is case we will contact you within one month to explain our reasons for this.

 

If you are unhappy about how Ravenswood Surgery has responded to your request for rectification we will provide you with information on how you can complain to the Information Commissioner’s Office.

 

The right to object

 

When Ravenswood Surgery is processing your personal information for the purpose of the performance of a task carried out in the public interest or in the exercise of official authority you have the right to object to the processing and also seek that further processing of your personal information is restricted. Provided Ravenswood Surgery can demonstrate compelling legitimate grounds for processing your personal information, for instance; patient safety or for evidence to support legal claims, your right will not be upheld.

 


Other rights

 

There are other rights under current Data Protection Law however these rights only apply in certain circumstances. If you wish further information on these rights please contact The Manager.

 

The right to complain

 

NHS Tayside employs a Data Protection Officer to check that personal information is used in a way that meets data protection law. If you are unhappy with the way in which we use your personal information please contact NHS Tayside’s Data Protection Officer using the contact details below.

 

Data Protection Officer, Maryfield House (South), Mains Loan, Dundee, DD4 7BT, Telephone 01382 424436

informationgovernance.tayside@nhs.net

You also have the right to complain about how we use your personal information to the Information Commissioner’s Office (ICO). Details about this are on their website at www.ico.org.uk.

 

  1. Translation Service/ Accessibility

 

Documents can be made available in other languages and formats on request.

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