Fair Processing Noticelogo

This fair processing notice explains why our Surgery collects information about you and how that information may be used and shared.

The employees and partners of the Surgery use electronic and paper records to create and maintain an in-depth history of your NHS medical care at the Surgery and elsewhere, to help ensure you receive the best possible healthcare. Anyone who accesses your data within the practice can only do so using a “smartcard” that identifies them and what they access creating an auditable trail.

We comply with the General Data Protection Regulations May 2018 (GDPR), which replaced the Data Protection Act 1998 (DPA) in ensuring your personal information is as confidential and secure as possible.

What Information Do We Hold?

Records which this GP Surgery holds about you may include the following information:

  • Details about you, such as your address, legal representative, emergency contact details.
  • Any contact the Surgery has had with you, such as appointments, telephone conversations, house visits and letters.
  • Notes and reports about your physical (including sexual) and mental health.
  • Details about your treatment and medications.
  • Results of investigations such as laboratory tests, x-rays etc.
  • Relevant information from other health professionals, relatives or those who care for you.
  • Reports from social services such as child protection reports or police reports if relevant to the care of you or your family.
  • Private reports sent, at your request, to other organisations.


We are committed to protecting your privacy and will only use the information collected lawfully in accordance with the GDPR 2018, Human Rights Act, the Common Law Duty of Confidentiality and the NHS Codes of Confidentiality and Security.

All our staff and contractors receive appropriate and on-going training to ensure they are aware of their personal responsibilities and have contractual obligations to uphold confidentiality, enforceable through disciplinary procedures.

We maintain our duty of confidentiality to you at all times. 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), or where the law requires information to be passed on and / or in accordance with the new information sharing principle i.e. “The duty to share information can be as important as the duty to protect patient confidentiality”. This means that health and social care professional should have the confidence to share information in the best interest of their patients within the framework set out by the Caldicott principles. They should be supported by the policies of their employers, regulators and professional bodies.

Your information may be used with the Surgery for clinical audit to monitor the quality of the service provided or ensure we are providing appropriate care.

Sharing Your Data Outside The Practice

Information held about you may be used to help protect the health of the public and to help the Department of Health manage the NHS. Some of this information will be extracted and held centrally and used for statistical purposes. Where we do this, we take strict measures to ensure that individual patients cannot be identified.

We currently only share information from your records on an individual basis either by fax, letter or courier. It has now also become possible to share your GP records across Coventry & Warwickshire Health & Social Care.

We will only allow this to happen with your consent, so that you are able to allow doctors, nurses and other Health & Social Care Services to see all the information held on your GP records.

The following are examples of the types of organisations that we are likely to share information with:

  • NHS and Specialist Hospitals, Trusts
  • Independent Contractors such as dentists, opticians, pharmacists
  • Private and Voluntary Sector Providers
  • Ambulance Trusts
  • Clinical Commissioning Groups and NHS England
  • Social Care Services and Local Authorities

Any patient can choose to withdraw their consent to their data being used in this way. When the Surgery is about to participate in any new data-sharing agreement we will make patients aware by way of our TV screen in the waiting room and on our website.

A patient can object to their personal information being shared with other health care providers but if this limits the treatment that you can receive then the doctor will explain this to you at the time.

Risk Stratification

Risk stratification is a process for identifying and managing patients who are at a higher risk of emergency hospital admission. This may be because patients have a long term condition such as COPD, cancer or are more frail. NHS England encourage Doctors to use stratification tools as part of their local strategies for supporting patients with long-term conditions and help reduce the patients’ risk of hospital admissions.

Information about you is collected from a number of sources including NHS Trusts and from this Surgery. Your risk is then “scored” after analysis of your anonymous information using computer programmes. Your information is only provided back to your Doctor or a member of your health care team in an identifiable form. Risk stratification enables your Doctor to focus on the prevention of ill health and not just treatment of sickness.

National Data Extractions (Also known as GPES)

The Health and Social Care Act 2012 allows NHS Digital to collate personal confidential data from your Surgery without seeking your specific consent. This is extracted in order to make increased use of information from medical records and either used just by the NHS with the intention of improving healthcare and the quality of care delivered to patients or may be sold to external companies such as university’s or commercial organisations. Please see below if you do not want your data used in this way.

More information about how NHS Digital uses your data can be found at: http://content.digital.nhs.uk/gpes

What If I Want To See My Records?

You have the right under the General Data Protection Regulations (GDPR) to access/view information that the Surgery holds about you, and to have it amended or removed should it be inaccurate. This is known as “the right of subject access”. We are very keen for you to have access to help you manage your own health and maintain the quality of the records about your health. With some provisos, we are now able to give most adults access to their records on-line if they wish. If you would like access on-line, please ask our reception staff.

You can also request a copy of your records in paper form, if you wish to do this; you will need to do the following:

  • Make a request in writing to the Doctor at the Surgery or for information from the hospital you should write direct to them.
  • There will be a charge to have a printed copy of the information held in your notes
  • We are required to respond within 40 days to your request.
  • You will need to give adequate information (your full name, address, date of birth and NHS Number) so that your identity can be verified and your records located.

What If I Want To See Who Has Accessed My Records?

You can look at your GP Shared Record History on Patient Access to find our when your GP computer records have been accessed. All you need is your username and password that you were given when you registered for ordering repeat medication and appointments on line. If you do not have this then please register at lapworthsurgery.co.uk and the tab do it online. (If you have chosen to have sharing functionality disabled this will not be available). This only covers instances where your computer records have been accessed outside your Doctors Surgery for direct care purposes, i.e. it does not cover access by your own Doctor, and it does not cover the data that gets copied for research and to NHS Digital.


The General Date Protection Regulations (GDPR) requires organisations to register a notification with the Information Commissioner to describe the purpose for which they process personal and sensitive information.

This information is publicly available on the Information Commissioners Office website:  www.ico.org.uk

The Surgery is registered with the Information Commissioners Office (ICO) as a data controller under the GDPR. The registration number is Z5054846 and can be viewed online in the public register at: https://ico.org.uk/esdwebpages/search

Objections / Complaints

Should you have any concerns about how your information is managed at the Surgery, please contact the Practice Manager. If you are still unhappy following a review by the Surgery, you can then complain to the Information Commissioners Office (ICO) via their website (www.ico.gove.uk).

If you are happy for your data to be extracted and used for the purposes described in this fair processing notice then you do not need to do anything.

If you do not want your personal data being extracted and leaving the Doctors Surgery for any of the purposes described, you need to let us know as soon as possible so please speak to one of our reception staff.

There are 3 levels of opt-out to prevent your data being shared. Each opt-out requires the Surgery to add a different code to your medical records. (Please be aware that certain regulation such as child protection and court orders may over-rule your choices).

  1. You do not want your data to leave the Surgery even for direct patient care.
  2. You are happy to share your data for your care but do not want NHS Digital extracting your data.
  3. You are happy to share your data for your care and improving public health but do not want NHS Digital selling or sharing your data to third parties.

All patients have the right to change their minds and reverse a previous decision. Please contact the Surgery if you change your mind regarding any previous choice.

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