Patient Triage via SystmConnect is now available to submit medical queries - Click here Digital triage: A new way to get care

Home > SS9-North Primary Care Network privacy notice

SS9-North Primary Care Network privacy notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Post

Dr Zaidi, Kent Elms Clinic, Rayleigh Road, LEIGH-ON-SEA, Essex, SS9 5UU, GB

Email

[email protected]

What information we collect, use, and why

We collect or use the following information to provide patient care, services, pharmaceutical products and other goods:

  • Name, address and contact details
  • Gender
  • Pronoun preferences
  • Date of birth
  • NHS/HSC/CHI number
  • Hospital number
  • National Insurance number
  • Next of Kin details including any support networks
  • Emergency contact details
  • Photographs
  • Health information (including medical conditions, allergies, medical requirements and medical history)
  • Information about care needs (including disabilities, home conditions, medication and dietary requirements and general care provisions)
  • Test results (including psychological evaluations, scans, bloods, x-rays, tissue tests and genetic tests)
  • Payment details (including card or bank information for transfers and direct debits)
  • Insurance policy details
  • Credit reference information
  • Records of meetings and decisions
  • Call recordings
  • Information about income and financial needs for funding or personal budget support

We also collect the following information to provide patient care, services, pharmaceutical products and other goods:

  • Racial or ethnic origin
  • Genetic information
  • Health information
  • Sex life information
  • Sexual orientation information

We collect or use the following information for safeguarding or public protection reasons:

  • Name, address and contact details
  • NHS/HSC/CHI number
  • Hospital number
  • Emergency contact details
  • Photographs
  • Health information (including medical conditions, allergies, medical requirements and medical history)
  • Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
  • Relevant information from previous investigations
  • Test results (including psychological evaluations, scans, bloods, x-rays, tissue tests and genetic tests)
  • Records of meetings and decisions

We also collect the following information for safeguarding or public protection reasons:

  • Racial or ethnic origin
  • Religious or philosophical beliefs
  • Genetic information
  • Health information
  • Sex life information
  • Sexual orientation information

We collect or use the following personal information for patient app or portal functionality:

  • Names and contact details
  • Addresses
  • Medical history
  • Account information, including registration details
  • Information used for security purposes

We collect or use the following personal information to comply with legal requirements:

  • Name
  • Contact information
  • Identification documents
  • Health and safety information
  • Financial information
  • Insurance details
  • Safeguarding information
  • Criminal offence data

We also collect the following information to comply with legal requirements:

  • Health information

We collect or use the following personal information for recruitment purposes:

  • Contact details (eg name, address, telephone number or personal email address)
  • Date of birth
  • National Insurance number
  • Copies of passports or other photo ID
  • Employment history (eg job application, employment references or secondary employment)
  • Education history (eg qualifications)
  • Right to work information
  • Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )
  • Security clearance details (eg basic checks and higher security clearance)

We also collect the following information for recruitment purposes:

  • Trade union membership
  • Health information

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Address
  • Payment details
  • Account information
  • Purchase or service history
  • Call recordings
  • Witness statements and contact details
  • Relevant information from previous investigations
  • Customer or client accounts and records
  • Financial transaction information
  • Information relating to health and safety (including incident investigation details and reports and accident book records)
  • Correspondence

We also collect the following information for dealing with queries, complaints or claims:

  • Trade union membership
  • Genetic information
  • Health information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

  • Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
  • Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
  • Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.
  • Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
  • Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide patient care, services, pharmaceutical products and other goods are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
  • Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for safeguarding or public protection reasons are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
  • Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for patient app or portal functionality are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
  • Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
  • Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
  • Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
  • Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Where we get personal information from

  • Directly from you
  • Regulatory authorities
  • Family members or carers
  • Other health and care providers
  • Social services
  • Charities or voluntary sector organisations
  • Schools, colleges, universities or other education organisations
  • Insurance companies
  • Publicly available sources
  • Councils and other public sector organisations
  • Relevant regulatory authorities
  • Previous employers
  • Secondary Care and Tirtiary Care. Private Medical, Social Services and other local healthcare providers.

How long we keep information

In accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and NHS records management standards, we retain your personal and medical information only for as long as necessary to provide safe and effective care, meet our legal and regulatory obligations, and support clinical audits and public health initiatives. Medical records are typically retained for a minimum of 10 years after the date of last treatment or until a patient’s 26th birthday (whichever is longer), in line with NHS retention schedules. After this period, your data will be securely deleted or anonymized unless required for ongoing care or lawful purposes.

Who we share information with

Data processors

Alex Fletcher \/ Data Processor

This data processor does the following activities for us: For employees – Our Data Processor will manage payroll and general accounts for the Primary Care Network. All of our Front Line Reception staff process data for patients on a day-to-day basis.

Angela Ince \/ Data Processor

This data processor does the following activities for us: For employees – Our Data Processor will manage payroll and general accounts for the Primary Care Network. All of our Front Line Reception staff process data for patients on a day-to-day basis.

Others we share personal information with

  • Other health providers (eg GPs and consultants)
  • Insurance companies, brokers and other intermediaries
  • Care providers
  • Organisations we need to share information with for safeguarding reasons
  • Emergency services
  • Legal bodies or authorities
  • Relevant regulatory authorities
  • External auditors or inspectors
  • Organisations we’re legally obliged to share personal information with
  • Publicly on our website, social media or other marketing and information media
  • Current employers
  • Other relevant third parties:
    • Peninsula HR. We currently pay for the HR company to advise our PCN on HR Related Matters. Employees details may be shared with this company to ensure we are well advised on all HR matters

Data Retention: In accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and NHS records management standards, we retain your personal and medical information only for as long as necessary to provide safe and effective care, meet our legal and regulatory obligations, and support clinical audits and public health initiatives. Medical records are typically retained for a minimum of 10 years after the date of last treatment or until a patient’s 26th birthday (whichever is longer), in line with NHS retention schedules. After this period, your data will be securely deleted or anonymised unless required for ongoing care or lawful purposes.

Duty of confidentiality

We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where:

  • you’ve provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses);
  • we have a legal requirement (including court orders) to collect, share or use the data;
  • on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime);
  • If in England or Wales – the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied; or
  • If in Scotland – we have the authority to share provided by the Chief Medical Officer for Scotland, the Chief Executive of NHS Scotland, the Public Benefit and Privacy Panel for Health and Social Care or other similar governance and scrutiny process.

National data opt-out

We comply with England’s national data opt-out because we’re using confidential patient information for purposes beyond individual care. To find out more or to register your choice to opt out, please visit www.nhs.uk/your-nhs-data-matters.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Page last reviewed: