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Practice Privacy Notice

Orchid House Surgery

Fair Processing Notice 


How we use your personal information

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

The healthcare professionals who provide you with care maintain records about your health and any treatment or care you have received previously (eg hospital, 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 surgery holds about you may include the following:

  • Details about you such as your address, legal representative, emergency contact details
  • Any contact the surgery has had with you eg 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, xrays etc
  • Relevant information from other health professionals, relatives or those who care for you

Your records will be retained in accordance with the NHS Code of Practice for Records Management.

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 information for this purpose.

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 :

  • 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

Every member of staff who works for the practice or another 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 eg Child/Adult Protection and serious criminal activity.

Who are our Partner Organisations?

We may also share your information, subject to strict agreements on how it will be used, with the following organisations or receive information from the following organisations:

  • NHS Trusts/Foundations Trusts
  • GPs
  • NHS Commissioning Support Units
  • Independent Contractors such as dentists, pharmacists, opticians
  • Private and Voluntary Sector Providers
  • Ambulance Trusts
  • Clinical Commissioning Groups
  • Social Care Services
  • NHS Digital
  • Local Authorities/Education Services
  • Fire & Rescue Services
  • Police & Judicial Services
  • Biobank

Access to Personal Information

You have the right under the Data Protection Act to request access to view or to obtain copies of what information the surgery holds about you and to have it amended should it be inaccurate.  In order to request this, you need to do the following:

  • Your request must be in writing to the GP.  For information from the hospital you should write direct to them.  You will need to give adequate information (eg full name, address, date of birth, NHS number and details of your request) so that identity can be verified and records located.
  • If the practice agrees to the request, we must respond within 28 days and include all the data we hold on you.
  • If the practice declines the request we will have to explain why within 28 days and explain how you can complain against the decision. One reason for declining would be if the data has not changed since a previous request.
  • The practice can ask for longer than 28 days if it will take longer to collate and supply the data.  If this is the case, we must advise you of this within 28 days of receiving the request and will then have up to an extra 56 days to provide the information.
  • We cannot normally charge for this information.  However, in certain circumstances we can apply charges – eg for repeat requests or unfounded or excessive requests.


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

Change of Details

It is important that you tell the person treating you if you any details such as your name/address/phone have changed or if any other details eg your 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.


The Data Protection Act 1998 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 ICO website (  The practice is registered with the ICO.

Who is the Data Controller?

The Data Controller, responsible for keeping your information secure and confidential, is our Senior Partner Dr Elaine Davenport.

The Data Protection Officer is Paul Couldrey, PCDC Office/PCIG Consulting Ltd.

Review May 2019

To download a copy of this information, please click here.

– General Data Protection Regulations (GDPR) from 25 May 2018

Click here for more information on GDPR

Your Neighbourhood Professionals. Just a Click Away! Need advice on your pension? Want to avoid unwanted tax implications? Contact a local financial adviser today Looking for residential or nursing care? Ensure you or your loved ones receive the very best of care. Choose a home with a good/outstanding CQC rating.
Ferndown Medical Centre, St Mary’s Road, Ferndown, Dorset, BH22 9HF
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Your Neighbourhood Professionals. Just a Click Away! Need advice on your pension? Want to avoid unwanted tax implications? Contact a local financial adviser today Looking for residential or nursing care? Ensure you or your loved ones receive the very best of care. Choose a home with a good/outstanding CQC rating.
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