Privacy notice

How Victoria and Mapperley Practice uses your information to provide you with healthcare

This practice keeps medical records confidential and complies with the General Data Protection Regulation.

We hold your medical record so that we can provide you with safe care and treatment.

We will also use your information so that this practice can check and review the quality     

of the care we provide. This helps us to improve our services to you.

  • We will share relevant information from your medical record with other health or social care staff or organisations when they provide you with care. For example, your GP will share information when they refer you to a specialist in a hospital. Or your GP will send details about your prescription to your chosen pharmacy.
  • NHS health records may be on paper , electronic or a mixture of both and we may use a combination of working procedures to ensure that your information is kept secure.

Records we hold about you may include the following information: –

Details about you – for example your address, emergency contacts / carer / legal representative.

Any contact which we have had with you, for example,appointments,clinic visits etc.

Notes and reports regarding your health.

Details about your treatment and care.

Results of laboratory tests and x-rays.

Information from other health professionals or relatives and carers.

  • Healthcare staff working in A&E and out of hours care will also have access to your information. For example, it is important that staff who are treating you in an emergency know if you have any allergic reactions. This will involve the use of your Summary Care Record.
  • For more information see: .
  • You have the right to object to information being shared for your own care. Please speak to the practice if you wish to object. You also have the right to have any mistakes or errors corrected.

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 , Information Security and Records Management

Other important information about how your information is used to provide you with healthcare

Registering for NHS care

·         All patients who receive NHS care are registered on a national database.

·         This database holds your name, address, date of birth and NHS Number but it does not hold information about the care you receive.

·         The database is held by NHS Digital which is a national organisation that has legal responsibilities to collect NHS data.

Enquiries can be made to NHS Digital 0300 303 5678. 

Identifying patients who might be at risk of certain diseases

· Your medical records will be searched by a computer programme so that we can identify patients who might be at high risk from certain diseases such as heart disease or unplanned admissions to hospital.

· This means we can offer patients additional care or support as early as possible.

· This process will involve linking information from your GP record with information from other health or social care services you have used.

·  Information which identifies you will only be seen by this practice.



·         Sometimes we need to share information so that other people, including healthcare staff, children or others with safeguarding needs, are protected from risk of harm.

·         These circumstances are rare.

·         We do not need your consent or agreement to do this.

We are required by law to provide you with the following information about how we handle your information.

Data Controller contact details


Victoria and Mapperley Practice

1 Glasshouse Street ,



0115 8839080

Data Protection Officer contact details

Paul Couldrey

PCIG Consulting Ltd.

7 Westacre Drive , Quarry Bank , Dudley , West Midlands , DY5 2EE

Purpose of the processing

·         To give direct health or social care to individual patients.

·         For example, when a patient agrees to a referral for direct care, such as to a hospital, relevant information about the patient will be shared with the other healthcare staff to enable them to give appropriate advice, investigations, treatments and/or care.

·         To check and review the quality of care. (This is called audit and clinical governance).

Lawful basis for processing

These purposes are supported under the following sections of the GDPR:


Article 6(1)(e) ‘…necessary for the performance of a task carried out in the public interest or in the exercise of official authority…’; and


Article 9(2)(h) ‘necessary for the purposes of preventative or occupational medicine for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services…” 

Healthcare staff will also respect and comply with their obligations under the common law duty of confidence.

Recipient or categories of recipients of the processed data

The data will be shared with:

·         NHS Trusts / Foundation Trusts

·         Clinical Commissioning Groups

·         NHS Commissioning Support Groups

·         GP’s

·         Social Care Services

·         Health and social Care Information Centre (HSCIC)

·         Ambulance Trusts

·         Independent Contractors such as dentists , opticians , pharmacists.

·         Private Sector Providers

·         Local Authorities

·         Education Services

·         Fire and Rescue Services

·         Police and Judicial Services

·         Voluntary Sector Providers

·         Other “data processors” – external companies who process and archive information who are bound by contractual agreements to ensure information is kept confidential and secure.

Rights to object

·         You have the right to object to information being shared between those who are providing you with direct care.

·         This may affect the care you receive – please speak to the practice.

·         You are not able to object to your name, address and other demographic information being sent to NHS Digital.

·         This is necessary if you wish to be registered to receive NHS care.

·         You are not able to object when information is legitimately shared for safeguarding reasons.

·         In appropriate circumstances it is a legal and professional requirement to share information for safeguarding reasons. This is to protect people from harm.

The information will be shared with the local safeguarding service   :-

Safeguarding service, Clifton Cornerstone, Southchurch Drive, Clifton, Nottinghamshire. NG11 8EW

Right to access and correct ·         You have the right to access your medical record and have any errors or mistakes corrected. In order to do this you need to do the following:-

Your request must be made in writing to the GP – for information from the hospital you should write directly to them.

There may be a charge to have a printed copy of the information held about you.

We are required to respond within 40 days.

You will need to give adequate information( for example full name , address , date of birth , NHS number and details of your request)so that your identity can be verified and your records located.

  • We are not aware of any circumstances in which you will have the right to delete correct information from your medical record; although you are free to obtain your own legal advice if you believe there is no lawful purpose for which we hold the information and contact us if you hold a different view.
Change of Details  It is important that you let us know of any changes in your details such as a name or address change or if any of your details are incorrect in order for this to be amended. It is your responsibility to inform us so that the record we hold for you is accurate and up to date.
Retention period

GP medical records will be kept in line with the law and national guidance. Information on how long records are kept can be found at:

or speak to the practice.

Right to complain

You have the right to complain to the Information Commissioner’s Office. If you wish to complain follow this link or call the helpline 0303 123 1113

Data we get from other organisations We receive information about your health from other organisations who are involved in providing you with health and social care. For example, if you go to hospital for treatment or an operation the hospital will send us a letter to let us know what happens. This means your GP medical record is kept up-to date when you receive care from other parts of the health service.