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PRIVACY / TRANSPARENCY NOTICE

In response to receiving a completed Processing Activities Log which Wickham Market Medical Centre has confirmed is an accurate and complete record of processing carried out by the practice, the following suggested Privacy / Transparency Notice has been drafted.

 

Wickham Market Medical Centre and Your Information

Wickham Market Medical Centre takes your privacy very seriously. We are registered with the Information Commissioner’s Office as a Data Controller and our registration number is Z9962438.

If you have any questions or wish to make a request in relation to your information, please contact us at;

Chapel Lane, Wickham Market, Suffolk IP13 0SB

Emma Cooper, DPO, emma.cooper35@nhs.net

Wickham Market Medical Centre aims to provide you with the highest quality health care. To do this we must keep records about you, your health and the care we have provided or plan to provide to you.

Your doctor and other health professionals caring for you, such as nurses or physiotherapists, keep records about your health and treatment so that they are able to provide you with the best possible care.

These records are called your ‘health care record’ and may be stored in paper form or on computer and electronic systems and may include Personal Data;

  • basic details about you, such as address, date of birth, NHS number, and next of kin

as well as Sensitive Personal Data;

  • contact we have had with you, such as clinical visits
  • notes and reports about your health
  • details and records about your treatment and care
  • results of x-rays, laboratory tests etc.

Healthcare providers are permitted to collect, store, use and share this information under Data Protection Legislation which has a specific section related to healthcare information.

 

What do we do with your information?

  • Refer you to other healthcare providers when you need other service or tests
  • Share samples with laboratories for testing (like blood samples)
  • Share test results with hospitals or community services (like blood test results)
  • Allow out of hours or extended hours GPs to look at your health record when you are going to an appointment
  • Send prescriptions to a pharmacy
  • Patients are texted in relation to healthcare services
  • Samples are provided to the courier for delivery to pathology
  • Share reports with the coroner
  • Receive reports of appointments you have attended elsewhere such as with the community nurse or if you have had a stay in hospital

Follow this link to see a list of the partners that we usually share with.

Wickham Market Medical Centre has signed a Suffolk Wide Information Sharing Agreement which allows health and social care providers to agree a secure and lawful way to share your information.

 

What else do we do with your information?

Along with activities related directly to your care, we also use information in ways which allow us to check that care is safe and provide data for the improvement and planning of services.

  • Quality / payment / performance reports are provided to service commissioners
  • As part of clinical research – information that identifies you will be removed, unless you have consented to being identified
  • Undertaking clinical audits within the practice
  • Supporting staff training

 

Sharing when Required by Law

Sometimes we will be required by law to share your information and will not always be able to discuss this with you directly. Examples might be for the purposes of detection or prevention of crime, where it is in the wider public interest, to safeguard children or vulnerable adults, reporting infectious diseases or where required by court order.

 

CCTV

CCTV is in place in the Waiting Room, Corridors and Reception areas of our practice.

It has been installed solely for the safety and security of our patients and staff, to prevent and deter crime.

Images are recorded 24 hours a day and stored on the hard drives of the recording devices that are situated in secure areas and only the practice managers and those delivering technical support services will have access to the system.

The CCTV only records images and does not record audio.

All CCTV recordings are securely stored on our recording devices and are access controlled. Recordings which are not required for the purposes of security of staff, patient and premises, will not be retained for longer than is necessary (for no more than 12 weeks).

There are signs in the practice telling you that CCTV is in place.

We will only ever share information with the relevant authorities in connection with the safety and security of patients and staff and will not share with any other third parties.

Visitors to the practice have the right to request to see images of themselves on CCTV as part of a request made under the privacy legislation. Like all subject access requests, it must be made in writing. There may be a charge made for this service.

We have followed the CCTV guidelines produced by the Information Commissioners’ Office.

Please click here for further information regarding our use of CCTV.

 

Information Access and Rights

Data protection law provides you with a number of rights that the practice is committed to supporting you with;

 

Right to Access

You have the right to obtain:

  • confirmation that your information is being used, stored or shared by the practice
  • a copy of information held about you

If you only require a particular part of your record, tell us and this may mean we can respond quicker.

We will respond to your request within one month of receipt or will tell you when it might take longer.

We are required to validate your identity including the identity of someone making a request on your behalf

 

Right to Object or Withdrawn Consent

We mainly use, store and share your information because we are permitted in order to deliver your healthcare but you do have a right to object to us doing this.

Where we are using, storing and sharing your information based on explicit consent you have provided, you have a right to withdraw that consent at any time.

Our Data Protection Officer will be happy to speak with you about any concerns you have.

 

Right to Correction

If information about you is incorrect, you are entitled to request that we correct it.

There may be occasions, where we are required by law to maintain the original information – our Data Protection Officer will talk to you about this and you may request that the information is not used during this time.

We will respond to your request within one month of receipt or will tell you when it might take longer.

 

Complaints

You also have the right to make complaints and request investigations into the way your information is used. Please contact our Data Protection Officer or visit the link below for more information.

For more detailed information on your rights please Click here.

 

Case Finding

Sometimes your information will be used to identify whether you need particular support from us.

Those involved in your care might look at particular ‘indicators’ (such as particular conditions) and contact you or take action for healthcare purposes. For example, this might be to prevent you from having to visit accident and emergency by supporting you in your own home or in the community.

We will use automated technology to help us to identify people that might require support but ultimately, the decision about how or whether to provide extra support you is made by those involved in your care.

Our Data Protection Officer will be happy to speak to you about this if you have concerns or objections.

 

Information Technology

The practice will use third parties to provide services that involve your information such as;

  • Removal and destruction of confidential waste
  • Provision of clinical systems
  • Provision of connectively and servers

Data analytics or warehousing (these allow us to make decisions about care or see how effectively the practice is run – personal data will never be sold or made available to organisations not related to your care delivery).

We have contracts in place with these third parties that prevent them from using it in any other way that instructed. These contracts also require them to maintain good standards of security to ensure your confidentiality.

Please visit this link to find out more about our sharing partners and providers.

 

How do we Protect your Information?

We are committed to ensuring the security and confidentiality of your information. There are a number of ways we do this;

Staff receive annual training about protecting and using personal data

Policies are in place for staff to follow and are regularly reviewed

We check that only the minimum amount of data is shared or accessed

We use ‘smartcards’ to access systems, this helps to ensure that the right people are accessing data – people with a ‘need to know’

We use encrypted emails and storage which would make it difficult for someone to ‘intercept’ your information

We report and manage incidents to make sure we learn from them and improve

We put in place contracts that require providers and suppliers to protect your data as well

We do not send your data outside of the EEA

 

How Long Do We Keep Your Information?

In line with the Department of Health Code, we will retain / store your health record for your lifetime. When a patient dies, we will review the record and generally it will be destroyed 10 years later, unless there is a reason to keep it for longer.

If you move away or register with another practice, we will send your records to the new practice.


Appendix A – Wickham Market Medical Centre Routine Sharing Partners

Processing Activities

Sharing Partners (including any third party providers of services)

Link

Referral / Test Results

Ipswich Hospital

Click here

West Suffolk Hospital

Click here

Norfolk and Norwich Hospital.

Click here

Addenbrookes Hospital.

Click here

West Suffolk Disability Resource Centre | Papworth Trust

Click here

Guy's & St Thomas

Click here

Great Ormond Street

Click here

DESMOND

Click here

OneLife Suffolk

Click here

Norfolk and Suffolk NHS Foundation Trust

Click here

Sue Ryder Dementia

Click here › Neurological centres › The Chantry › Care services

Suffolk GP Federation CIC

Click here

Moorfields Eye Unit

Click here

Care UK

Click here

Express Diagnostics (24hr ECGS

Click here

Nuffield Ipswich

Click here

Nuffield Ipswich Diagnostic Imaging

Click here

St Nicolas Hospice

Click here

The Pathology Partnership

Click here

St Elizabeth’s Hospice Ipswich

Click here

Macmillan

Click here

Suffolk Community Healthcare

Click here

SCH Speech & Language

Click here

Suffolk Recovery Network

Click here

Well Being Suffolk

Click here

Suffolk Family Carers

Click here

Ivry Street Minor Surgery Unit

Click here

Single Access Podiatry

Click here

East Suffolk Consortia - Stroke/TIA

Click here

Allied Health Professionals

Click here

GP+

Suffolk GP Federation

Click here

EPS

Pharmacy 2U

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Fresenius Homecare

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Select Home Delivery

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Fittleworth

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Jade Euromed

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Salts Medilink

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Charter Ltd

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Alphamed

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

NWOS

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Waterton Pharmacy Woodbridge

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Woodbridge Pharmacy Woodbridge

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Tesco Stores Limited Martlesham

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Tesco Stores Limited Kesgrave

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Boots Woodbridge

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Martlesham Pharmacy

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Kesgrave Pharmacy

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Boots Ipswich

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Rushmere Pharmacy

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Sia Healthcare

Sent using TPP SystmOne from this GP practice via NHS Spine to Pharmacy system.  Pharmacy has been nominated by patient’

Discharge notices

West Suffolk Hospital

Click here

Ipswich Hospital

Click here

Norfolk and Norwich Hospital.

Click here

Addenbrookes Hospital.

Click here

West Suffolk Disability Resource Centre | Papworth Trust

Click here

Guy's & St Thomas

Click here

Nuffield Ipswich

Click here

Moorfield Hospital

Click here

Colchester Hospital

Click here

Colchester Hospital AAA Screening

Click here

Great Ormond Street

Click here

Childhood Immunisations

CHIS

Click here

Confidential waste removal

Avena

Click here

Patient Texts

TPP System One

Click here

Pathology Courier

Ipswich Hospital

Click here

PCSE Notes

City Sprint

Click here

Coroner reports

Ipswich Coroners

Click here

Norfolk Coroners

Click here

Commissioner Reports

West Suffolk CCG

Click here

Ipswich and East Suffolk CCG

Click here

Provision of IT Systems and Support

North East London CCG

Click here

Provision of clinical system

TPP (SystmOne)

Click here

Infectious Diseases

Anglia Health Protection Team

Click here

Payroll

Fairway Training

Click here

Debit/Credit Card Payments

Lloyds Bank Ltd Cardnet

Click here

BACS Payments In & Out

Lloyds Bank Ltd

Click here

 


 

Website Privacy Policy

We are committed to protecting the privacy of all individuals using this website.

This policy explains how we use any personal information we collect from you through this website.

 

Collection of personal information

You can access most of the pages on our website without giving us your personal information. However, you may choose to provide us with your personal information on some pages of the website by completing an on-line form.

By submitting your personal information, you consent to our use of the information as set out in this privacy policy.

 

Use of personal information

We shall use any personal information you give to us, in accordance with this policy, and with any additional statements appearing on forms used for submitting your personal information. We shall not disclose your personal information to any third parties without obtaining your prior consent unless we are required by law to do so. In particular:

We shall use your personal information to administer, and may respond to, your request.

We shall securely store the information you supply together with any response we may provide.

If you contact us regarding the website we may use your details to reply to you. If you make a comment or complaint about other aspects of the service we may use your details to investigate your comments.

 

Website privacy

This website uses https to ensure data is encrypted in transmission. This encryption, known as TLS encryption protocol, allows us to protect your privacy. You can usually verify that the page is encrypted by seeing a small lock symbol in the upper left corner of your browser and the website address is prefixed with https://.

 

Data storage

All data obtained by us is held and used in compliance with the Data Protection Act 2018.

 

Cookie Policy

Please click here to read our Cookie Policy.

 

Links

This website contains links to other sites. We are not responsible for the privacy practices of third parties that run any other websites. Please refer to their own privacy policies for more information.

 

Access to your personal information

You have a right under the Data Protection Act 2018 to ask us to provide you with the information we hold about you and to have any inaccuracies corrected. If you would like to access a copy of your information, please contact the Practice Manager using the following contact details in the heading above.

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