Data Protection

We need to hold personal information about you on our computer systems and in paper records to help us to look after your health needs, and your doctor is responsible for their accuracy and safe-keeping. Please help to keep your record up to date by informing us of any changes to your circumstances.

Doctors and staff in the practice have access to your medical records to enable them to do their jobs. From time to time information may be shared with others involved in your care if it is necessary. Anyone with access to your record is properly trained in confidentiality issues and is governed by both legal and contractual duty to keep your details private.

All information about you is held securely and appropriate safeguards are in place to prevent accidental loss.

In some circumstances we may be required by law to release your details to statutory or other official bodies, for example if a court order is presented, or in the case of public health issues. In other circumstance you may be required to give written consent before information is released – such as for medical reports for insurance, solicitors etc.

To ensure your privacy, we will not disclose information over the telephone or fax unless we are sure that we are talking to you. Information will not be disclosed to family, friends or spouses unless we have prior written consent, and we do not, leave messages with others.


This Surgery keeps all consultations and your medical records confidential, but this information explains the circumstances where your information is shared, with whom it is shared with and why. Some of which are obvious, others are less obvious. It also outlines where you can exercise your right to object to sharing of your information.

There are certain circumstances where we either have your consent already to share information or there is a legal requirement that CANNOT be objected to: 

  1. Personal information about illness and health with other healthcare professionals for patient care. For example, referrals to a Hospital, District Nurses, Midwives etc.
  2. Anonymised information is shared with the Department of Health so that we are paid accurately for looking after you, and so that research can be conducted that is felt to be in the public interest and plan the health service.
  3. Personal information (where you are identified in person) with public health in order to arrange programmes for childhood vaccination, cancer screening (e.g. breast and bowel cancer) and to prevent infectious disease outbreaks.
  4. Personal information (where you are identified in person) to detect or prevent a serious crime for example when there is danger to a particular vulnerable person like a child or threat to the wider public from disease or emergency.


There are also circumstances where your personal identifiable information is shared, and CAN be objected to:


You have a right to see your records if you wish. Please ask at reception if you would like further details about our patient information leaflet. An appointment may be required. In some circumstances a fee may be payable.

TTP SystmOne

This Practice uses a clinical computer system called SystmOne to store your medical information. This system is also used by numerous other GP Practices, Child health Services, Community Services, Hospitals, Out of Hours and many more. This means that your information can be shared with other clinicians so that everyone caring for you is fully informed about your medical history, including medication and allergies. You can control how your medical information is shared with other organisations that use this system:

  1. Sharing Out – This controls whether your information that is stored in the Practice can be shared with other NHS Services.
  2. Sharing In – This controls whether information made shareable at other NHS care services can be viewed by us, your GP Practice.

Summary Care Record

Your Summary Care Record contains basic information including your contact details, NHS number, medications, and allergies. This can be viewed by GP Practices, Hospitals, and the Emergency Services. With you consent in place NHS professionals can view this information if they feel it would help them care for you.

If you do not want a Summary Care Record, please visit and return the form to us.

Care and Health Information Exchange

The Care and Health Information Exchange (CHIE) is a secure system which shares health and social care information from GP surgeries, hospitals, community and mental health, social services and others. CHIE helps professionals across Hampshire, the Isle of Wight and surrounding areas provide safer and faster treatment for you and your family by:

  • Ensuring you only have to tell your story once.
  • Reducing delays to your treatment. For example, by reducing the need to repeat blood tests.
  • Making sure doctors, nurses and other involved in your care know about your medical history.
  • Identifying diseases that you might be at risk of developing in the future. This can help you take action early to protect your health

You can find out more at, contact or call 0300 123 1519.

National Data Opt-Out

The NHS wants to make sure you and your family have the best care now and in the future. Your health and adult social care information supports your individual care. It also helps us to research, plan and improve health and care services in England. Unless you have chosen to opt out, your confidential patient information can be used for research and planning. This online service allows you to make or change your decision at any time. You can also download a form to manage a choice on behalf of another individual by proxy.

If you wish to opt-out, you will need to record a national opt-out that offers you a new way to prevent your confidential patient information from being used for research and planning. You can download a form by clicking HERE, please return this to us via email to

You can find out more about the national data opt-out online at: or by contacting 0300 303 5678.