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Data Privacy Notice

Constable Country Medical Practice

and Your Information

Constable Country Medical Practice takes your privacy very seriously. We are registered with the Information Commissioner’s Office as a Data Controller and our registration number is Z6262307

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

Constable Country Medical Practice

Health Road

East Bergholt

Colchester

CO7 6RT

Constable Country Medical Practice 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
  • Text patients 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
  • Produce medical reports on request from third parties such as the DVLA or your employer
  • Movement of Patient records to Primary Care Support England

Constable Country Medical Practice 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
  • Incident and complaint management

CCTV

CCTV is in place in the waiting rooms, corridors and exterior 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 stored on our recording devices for 90 days before being deleted.

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 should be made in writing.

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

Telephone Recording

This practice records the calls coming into and going out of the practice.

It has been installed solely for training and monitoring purposes.

Recordings are retained for 90 days 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.

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.

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

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 visit https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

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
  • Digital dictation services

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 – Constable Country Medical Practice Routine Sharing Partners

Provider

Website

Referrals / Test Results / Discharge Notices

 

Ipswich Hospital

http://www.wsh.nhs.uk/Home.aspx

West Suffolk Hospital

http://www.ipswichhospital.nhs.uk/

Norfolk and Norwich Hospital.

http://www.nnuh.nhs.uk/

Addenbrookes Hospital.

https://www.cuh.nhs.uk/addenbrookes-hospital

West Suffolk Disability Resource Centre Papworth Trust

www.papworthtrust.org.uk/locations/west-suffolk-disability-resource-centre

Guys & St Thomas

https://www.guysandstthomas.nhs.uk/Home.aspx

Broomfield Hospital

http://www.meht.nhs.uk/patients-and-visitors/our-hospitals/broomfield-hospital/

UCLH

http://www.uclh.nhs.uk/Pages/Home.aspx

Royal Marsden Hospital

https://www.royalmarsden.nhs.uk/

Moorfields Eye Hospital

https://www.moorfields.nhs.uk/

Royal National Orthopaedic Hospital

https://www.rnoh.nhs.uk

Great Ormond Street

www.gosh.nhs.uk/

Ipswich Hospital

http://www.wsh.nhs.uk/Home.aspx

West Suffolk Hospital

http://www.ipswichhospital.nhs.uk/

Norfolk and Norwich Hospital.

http://www.nnuh.nhs.uk/

Addenbrookes Hospital.

https://www.cuh.nhs.uk/addenbrookes-hospital

West Suffolk Disability Resource Centre Papworth Trust

www.papworthtrust.org.uk/locations/west-suffolk-disability-resource-centre

CareUK

www.careuk.com/care-homes/our-care-homes/our.../improving-services-in-suffolk

Express Diagnostics (24hr ECGS)

www.expressdiagnostics.co.uk/patients/heart-tests/24-hour-holter-ecg/

St Nicolas Hospice

https://stnicholashospice.org.uk/

The Pathology Partnership

https://www.healthwatchsuffolk.co.uk/.../the-pathology-partnership-riverside-clinic-ip…

St Elizabeths Hospice Ipswich

www.stelizabethhospice.org.uk/

Macmillan

https://www.macmillan.org.uk/fundraising/inyourarea/england/suffolk/suffolk.aspx

Suffolk Social Services

https://www.suffolk.gov.uk/adult-social-care-and-health/

East Anglian Ambulance Service

https://www.eastamb.nhs.uk/

Suffolk BMI Hospitals

https://www.bmihealthcare.co.uk/

Suffolk GP Federation

https://suffolkfed.org.uk/

NHS Continuing Healthcare

https://www.nhs.uk › Health A-Z › Your guide to care and support

Suffolk Spire Hospitals

https://www.spirehealthcare.com/

Norfolk & Suffolk Mental Health Trust

www.nsft.nhs.uk/Pages/Home.aspx

Specsavers

https://www.specsavers.co.uk/

Suffolk Community Healthcare/CCC

www.suffolkcommunityhealthcare.co.uk/OurServices/TheCareCoordinationCentre.aspx

Suffolk Bupa Hospitals

https://www.bupa.co.uk

AAA Screening (Hospitals)

Suffolk Hospitals

In-health Community Endoscopy

http://www.inhealthendoscopy.co.uk/location/ipswich-ravenswood

ONE LIFE suffolk

https://onelifesuffolk.co.uk/

Slimming World

https://www.slimmingworld.co.uk/health/swor/how-does-it-work.aspx

Suffolk family carers

https://suffolkfamilycarers.org/professionals/

Turning Point

http://www.turning-point.co.uk/

Ivry Street Minor Surgery Unit

www.ivrystreet.co.uk/

Single Access Podiatry

www.suffolkcommunityhealthcare.co.uk/Podiatry

East Suffolk Consortia - Stroke/TIA

www.wsh.nhs.uk/Services-A-Z/Stroke-unit/Stroke-unit.aspx

Allied Health Professionals

http://ahpsuffolk.co.uk/

Sue Ryder Dementia

http://www.sueryder.org/care-centres/neurological-centres/the-chantry/care-services/dementia-together

Fitzwilliam Hospital

https://www.fitzwilliamhospital.co.uk/

Nuffield Health

https://www.nuffieldhealth.com/

Electronic Prescribing Services

 

Various pharmacies across Suffolk - see https://psnc.org.uk/dispensing-supply/eps/

Coroner Reports

 

Ipswich Coroners

https://www.suffolk.gov.uk/births-deaths-and-ceremonies/the-coroner-service/

Norfolk Coroners

https://www.norfolk.gov.uk/births-ceremonies-and-deaths/deaths/the-coroner

Commissioner / Safety / Quality Reports

 

West Suffolk CCG

https://www.westsuffolkccg.nhs.uk/

ACE

www.acecic.co.uk/

East Anglian Diabetic Eye Screening

www.eadesp.co.uk/

Ipswich and East Suffolk CCG

www.ipswichandeastsuffolkccg.nhs.uk/AboutUs.aspx

Public Health

https://www.suffolk.gov.uk/adult-social-care-and-health/public-health/

NRLS

https://report.nrls.nhs.uk/GP_eForm

Anglia Health Protection Team (infectious diseases)

https://www.gov.uk/guidance/contacts-phe-health-protection-teams

Police / Government

 

Suffolk Constabulary

https://www.suffolk.police.uk/

Norfolk Constabulary

https://www.norfolk.police.uk/

DVLA

https://www.gov.uk/government/organisations/driver-and-vehicle-licensing-agency

Department for Work and Pensions

https://www.gov.uk/government/organisations/department-for-work-pensions

NHS Pensions

https://www.nhsbsa.nhs.uk/nhs-pensions

NEST

https://www.nestpensions.org.uk/schemeweb/NestWeb/faces/public/.../loginPage.xhtml

DNA Testing

 

Cellmark

www.Cellmark.co.uk

DNALegal (DNA Testing)

https://www.dnalegal.com/

Research

 

University of Cambridge

http://www.phpc.cam.ac.uk/

NHS National Institute for Health Research

https://id.crncc.nihr.ac.uk

Individual Funding Requests

 

West Suffolk CCG

https://www.westsuffolkccg.nhs.uk/wp.../02/NHS-Patient-Guide-to-IFR-Jan-16.pdf

 

Provider

Website

Confidential Waste

 

Avena

https://www.avenaconfidential.co.uk/

Restore

https://www.restore.co.uk/Datashred

Shred Station

https://www.shredstation.co.uk/

Shred-It

https://www.shredit.co.uk/en-gb/home

Onsite Shredding

NA

Citrus

http://www.citrussecurityshredding.co.uk

Bolton Brothers

www.boltonbros.co.uk/

BIFFA

https://www.biffa.co.uk/

PHS

https://www.phs.co.uk/about-us/our-brands/wastemanagement

Couriers / Delivery

 

ISS pathology Couriers

www.issdistribution.co.uk/

North East Essex, Suffolk Pathology Services

https://neesps.info/our-services/

The Pathology Partnership

https://www.cuh.nhs.uk/news/pathology/pathology-services-partnership-goes-live

ERS Medical

ersmedical.co.uk/

City Sprint

https://www.citysprint.co.uk/

Capita

https://www.capita.com/

Multi Functional Devices

 

Norfolk Copiers Ltd

www.norfolk-copiers.co.uk/

Copy IT

http://www.copyitdigital.co.uk/

TeleComms

 

APR Telecomms / Tollring

https://www.aprtelecoms.co.uk/

Convergence telephone

https://www.convergencecomms.com/

NCS Limited

https://www.ncs-ltd.com/

Premier Voice

https://www.premierchoicegroup.com/

Healthcare Software

 

CareFusion Spirometry Software

NA

dispensIT

NA

Cardioperfect BP Software

NA

Cardionetics ECG Software

NA

INR Star / LumiraDx Care Solution

NA

Health Intelligence

https://health-intelligence.com/

Child Health Provide

https://www.provide.org.uk/

Eclipse Solutions (Safety Reports)

www.eclipsegroup.co.uk/

MJOG

https://www.mjog.com/

Website Hosting / Mailing

 

WebAdore

https://www.webadore.co.uk/

Docmail

www.docmail.co.uk/

NHS Choices

https://www.nhs.uk/

Mysurgery Website

www.mysurgerywebsite.co.uk/

Healthcare Hardware

 

Numed

https://www.numed.co.uk/

Northwest Ostomy Supplies

www.nhs.uk/service-search/pharmacies/profile/55422

CCTV

 

Dragon Security

https://dragonsecurity.co.uk/

STC Solutions

http://www.stcsolutions.co.uk/

IT Service Provider

 

Dionysys Ltd

NA

ECS computers

https://www.ecscomputers.co.uk/

NELCCG

www.nelcsu.nhs.uk/

Digital Dictation

 

Lexacom 3

https://www.lexacom.co.uk/our-products/lexacom-3/

Crescendo

http://www.crescendosystems.co.uk/

Olympus dictations software

https://www.olympus.co.uk/site/en/a/audio_software/index.html

Digital Redaction / Scanning

 

iGPR

www.igpr.co.uk/

ScanAll pro

NA

Scan & Collate

www.scanandcollate.co.uk/

Payroll / Finance

 

PayeDoc

www.gppayroll.org.uk/

Fairways

https://www.fairwaytraining.com/

IRIS accounting software

https://www.iris.co.uk/

MB

http://www.marciabowers.co.uk/

Sage

https://www.sage.com/en-gb/

Larkin Gowen Accountants

https://www.larking-gowen.co.uk/

Xero

https://www.xero.com/uk/

Associations / Groups / Providers

 

National Pharmacy Association

https://www.npa.co.uk/

AGEM - Medicines Optimisation

https://www.ardengemcsu.nhs.uk/

Medical Defence Union

https://www.themdu.com/

Provision of Clinical System

EMIS Web

https://www.emishealth.com/products/emis-web

Systm One (TPP)

https://www.tpp-uk.com/



 
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