Fair Processing and Privacy Notice

This Privacy Notice explains why Clayton Brook Surgery collects information about you, how we keep it safe and confidential and how that information may be used. This Practice handles medical records according to the laws on data protection and confidentiality.

Your Information, Your Rights

Being transparent and providing accessible information to patients and how we will use your personal information is a key element of the Data Protection Act 2018 and the EU General Data Protection Regulations (GDPR).

The following notice reminds you of your rights in respect of the above legislation and how your information for lawful purposes in order to deliver your care and the effective management of local NHS system.

The notice reflects how we use information for:

  • The management of patient records
  • Communication concerning your clinical, social supported care
  • Ensuring the quality of your care and the best clinical outcomes are achieved through clinical audit and retrospective review
  • Participation in health and retrospective review
  • Participation in health and social care research
  • The Management and clinical planning of services to ensure the appropriate care is in place for our patients today and in the future

Data Controller

As your registered GP Practice, we are the data controller for any personal data that we hold about you.

Data Protection Officer (DPO)

The Data Protection Officer (DPO) ensures, in an independent manner, that Clayton Brook Surgery applies the laws protecting patient’s personal data. Hayley Gidman (mlcsu.dpo.nhs.net), is the named DPO for all GP Practices across Midlands and Lancashire:

Hayley Gidman

Data Protection Officer

Midlands and Lancashire Commissioning Support Unit

Heron House

120 Grove Road




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 with any NHS organisation. These records help to provide you with the best possible health care.

How we use your personal information

This Fair Processing Notice explains why this GP Practice collects information about you and how that information may be used.

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. NHS Trust, 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. Our GP records database is hosted by Emis Health Limited. All information is secured on their servers in Leeds, is protected by appropriate security and access is restricted to authorised personnel.

We use your mobile number to text you regarding matters of medical care such as appointment reminders unless you have opted out of this service. Records which this GP Practice holds about you may include the following information:

  • Details about you, such as your address, carer, legal representative, emergency contact details.
  • 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.

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 services 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 the information for this purpose.

Data about you is used to manage national screening campaigns such as Flu, Cervical Cytology and Diabetes Prevention.

Data about you, usually de-identified, is used to manage the NHS and make payments.

Your data is used to check the quality of care provided by the NHS.

Risk Stratification/Health Risk Screening

Risk stratification data tools are increasingly being used in the NHS to help determine a person’s risk of suffering a particular condition, preventing an unplanned or re-admission and identifying a need for preventative intervention. Information about you is collected from a number of sources including NHS Trusts and from this GP practice.

A risk score is then arrived at through an analysis of your de-identified information using the software managed by the local Commissioning Unit and/or a third party accredited Risk Stratification provider and is only provided back to your GP as a data controller in an identifiable form. Risk stratification enables your GP to focus on preventing ill health and not just the treatment of sickness. If necessary your GP may be able to offer you additional services. Please note that you have the right to opt out of your data being used in this way.

Medicines Management

The Practice may conduct Medicines Management Reviews of medications prescribed to its patients. The service performs a review of prescribed medication to ensure patients receive the most appropriate up to date and cost effective treatments. This service is provided to practices within the Chorley and South Ribble Commissioning Group.

How we maintain the confidentiality of your records?

We are committed to protection your privacy and only use the information collected lawfully in accordance with:

  • Data Protection Act 1998 (from 25.05.2018 -GDPR)
  • Human Rights Act 1998
  • Common Law Duty of Confidentiality
  • Health and Social Care Act 2021
  • NHS Codes of Confidentiality, Information Security and Records Management
  • Information: To Share or Not to Share Review
  • Every member of staff who works for an 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 third party without your permission unless there are exceptional circumstances (i.e. life or death situations), where the law requires information to be passed on and; or in accordance with new information sharing principle following Dame Fiona Caldicott’s information sharing review (Information to share or not to share) where “The duty to share information can be as important as the duty to protect patient confidentiality.”

This means that health and social care professionals should have the confidence to share information in the best interests of their patients within the framework set out by the Caldicott principles. This should be supported by the policies of their employers, regulators and professional bodies.

Who are partner organisations?

  • NHS Trusts/Foundation Trusts
  • GP’s
  • NHS Commissioning Support Units
  • Independent Contractors such as dentists, opticians, pharmacies
  • Private Sector Providers
  • Voluntary Sector Providers
  • Ambulance Trusts
  • Clinical Commissioning Groups
  • Social Care Services (Safeguarding)
  • Health and Social Care Information Centre (HSCIC)
  • Local Authorities
  • Education Services
  • Fire and Rescue Services
  • Police and Judicial Services
  • Voluntary Sector Providers
  • Private Sector Providers
  • NHS Digital (e.g. National Diabetes Audit)


Only with your explicit consent can Clayton Brook Surgery release information about from your GP record to relevant organisations. These may include:

  • Your employer
  • Insurance Companies
  • Solicitors
  • Local Authorities
  • Police


CCTV is installed covering both the internal and external areas of the building. Images are held to improve the personal security of patients and staff whilst on the premises, and for the prevention and detection of crime. The images are recorded onto an integral hard drive of the equipment and are overwritten on a rolling basis. Viewing of these digital images is password protected and controlled by the Practice Manager.

Consent and Objections

Do I need to give my consent?

The GDPR sets a high standard for consent. Consent means offering people genuine choice and control over how their data is used

You have the right to opt out or to object to ways in which your information is shared


For independent advice about data protection, privacy and data sharing issues you can contact:

The Information Commissioner, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone: 08456 306060

Website: www.ico.gov.uk

Further Information

If you would like any further information about uses of your GP record or about any other aspect of NHS data sharing, then contact the Surgery’s Caldicott Guardian (Dr M Siddiqui) or the Information Governance Lead (Practice Manager).