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Privacy Policy For Children

Introduction

We really care about protecting your personal information and keeping it private. It’s super important to us that you can trust us with your information. We have strong rules and systems in place to make sure your data is kept safe and secure. We check these rules often to make sure they are still working well.

This Privacy Policy explains how we use the personal information and health information we collect from you. Please read it carefully so you understand what we do with your information.

1. Keeping Your Information Safe

We take protecting your personal information very seriously. Here’s how we handle it:

Why We Collect Your Information

  • To provide you with the best medical care and treatment
  • To understand your health needs and history

How We Use Your Information

  • To manage your care and communicate with you about appointments
  • To ensure we give you the right services
  • For training purposes to improve our care

Keeping Your Information Private

  • We have strict rules to keep your information safe and private
  • We will only share it with others involved in your care if necessary
  • We may have to share some information if required by law

Storing Your Information

  • We will only keep your personal and health information for as long as needed
  • After that, we will safely dispose of it

If you have any other questions, please contact Louise Halahmy at the practice. We want you to understand and feel comfortable with how we use your private information.

2. The Person in Charge of Protecting Your Information

The person responsible for making sure your personal and health information is kept safe and private is called the Data Protection Officer (DPO). Their name is:Tania Palmariellodiviney
Hertfordshire & West Essex ICB
Charter House,
Parkway,
Welwyn Garden City
AL8 6JL

You can contact the DPO team through Manor View Practice at manorview@nhs.net if you have:

  • Questions about how your private information is handled and protected
  • Requests to see, review, or change your information
  • Complaints about how your personal and health data is managed
  • Any other questions about this Privacy Policy and your rights as a patient

The DPO is there to make sure your information stays private and secure. Feel free to reach out to them about any privacy concerns.

3. Who Are We

We are Manor View Practice, a healthcare provider dedicated to giving you excellent medical care. Our practice locations are:

  • 121 Theobald Street, Borehamwood, WD6 4PT
  • Bushey Medical Centre, London Road, WD23 2NN
  • South West Herts Health Centre, Oxhey Drive, South Oxhey WD19 7SF
  • 141a Leavesden Road, Watford, WD24 5DG

As your doctors surgery, we collect, store, and handle your personal and health information when you register with us as a patient.

Sometimes we also need to process or use your information for specific purposes. This Privacy Policy explains the reasons why we use your information

4. Information We Collect From You

We collect the following types of information from you:

Personal Details

  • Your contact details (name, date of birth, NHS number, gender, phone numbers, email address, place of work, and work contact details)
  • Other personal details (marital status, religion, ethnicity, sexual orientation)
  • Details and contact numbers of your next of kin

Medical Information

  • Details related to your medical history
  • Reason for your visit to our practice
  • Medical notes, including diagnosis details and consultations with our doctors and other healthcare professionals involved in your care

Feedback Surveys and Forms

  • Responses to patient feedback surveys, like the Friends and Family Test (FFT). 

5. Information We Get From Other Sources

In addition to the information you provide us directly, we may also collect your personal and health information from the following outside sources:

Healthcare Providers

  • Hospitals
  • Consultants
  • Other medical or healthcare professionals involved in your care

Caregivers

  • Relevant information from relatives or those who care for you

Legal and Government Entities

  • Court orders
  • Police
  • Home Office
  • Solicitors

Insurance Companies

  • Information provided by insurance companies related to your coverage or claim.

6. Finding Health Risks Early

The NHS collects your medical information to help identify if you might develop certain health conditions in the future. This allows them to provide care early to prevent serious illness or hospital visits.

How It Works

  1. Your anonymous medical data is analysed by special software.
  2. The results go back to your GP, who is the only one who can identify you.
  3. This process is called “Risk Stratification”. It helps your GP focus on preventing illness, not just treating it.
  4. If needed, your GP may offer you extra services based on the identified risks.
  5. You can choose not to have your data used for this if you want.

Managing Population Health

A group called the Hertfordshire and West Essex Integrated Care Board (ICB) also uses your anonymized information to:

  • Look at current and plan future health services
  • Develop ways to help GPs support patients with long-term conditions
  • Prevent unplanned hospital visits
  • Reduce risks of diseases
  • Understand the local area’s health needs

Only our practice can identify you through a code. The ICB uses a tool called Gemima for this process.

Opting Out

If you don’t want your information included, even anonymously, you can opt out. Just let our Practice know, and we’ll make sure your data is not used.

7. Your Summary Care Record

Your Summary Care Record is an electronic file that contains important information about your health history and personal details. This record is stored on a national NHS database so that healthcare professionals can access your medical information when needed.

Sharing Your Information

Your Summary Care Record may be shared with other doctors, nurses or healthcare staff who are directly involved in your care. They can also add new information to keep your record up-to-date.

Keeping Your Information Private

You have the right to ask that your Summary Care Record is not shared with anyone who is not directly treating you. If you want to know more about not sharing this information, please contact Louise Halahmy at our practice.

Using Your Information More Widely

The NHS sometimes uses confidential patient information for reasons beyond direct care, like planning services or medical research. If you don’t want your data used in this way, you can opt out by visiting www.nhs.uk/my-data-choiceEven if you opt out, you can still allow your data to be used for specific purposes. If you’re okay with this wider use, you don’t need to do anything. But you can change your choice anytime

8. Who We Share Your Information With and Why

When you use health or care services, like going to the emergency room or using community care, important information about you is collected to ensure you get the best possible care and treatment. This information may be shared with other approved organizations if permitted by law, to help:

  • Plan services
  • Improve care
  • Conduct research into new treatments
  • Prevent illness

All of this is done to provide better care for you, your family, and future generations. However, as explained in this privacy policy, your confidential health and care information is only used in this way when allowed by law. It would never be used for any other purpose without your clear and explicit consent.

Direct Healthcare Providers

We may share your personal information with the following people or organizations involved in providing your direct healthcare:

  • Hospital staff (doctors, consultants, nurses, etc.)
  • Other GPs/Doctors
  • Pharmacists
  • Nurses and other healthcare professionals
  • Dentists
  • Anyone else involved in your general healthcare, including mental health professionals

Other Recipients

We may also provide your information to:

  • Commissioners
  • Clinical Commissioning Groups or Integrated Care Boards
  • Local authorities
  • Community health services
  • Organizations for legal purposes (e.g. Police, Solicitors, Insurance Companies)
  • Anyone you have given consent to view or receive your record. We will need to verify your consent before sharing.

Data Extraction by Local Health Authority

The Hertfordshire and West Essex Integrated Care Board (ICB) sometimes extracts your medical information from us. However, the information we send cannot directly identify you to them – it only refers to you by a code that only our practice can identify. This protects you from being identified by anyone at the ICB who has access to this information.

The ICB may need this coded information for reasons like:

  • Ensuring practices follow guidelines
  • Promoting good medical care

9. Who Are Our Partner Software Suppliers?

Below are a list of the software suppliers who we partner with in order to deliver healthcare services to our patients. If you would like more information about the way they manage data, please visit their website and read their respective privacy policy. 

NameDescriptionPrivacy Link
Emis WebEMIS Web is a clinical software system that allows GP practices to securely store, access, and manage patient medical records and information, enabling efficient delivery of healthcare services and continuity of care. Records are stored in a safe and secure manner in data centres owned and operated by Amazon Web Services which has been approved by NHS Digital.https://www.emishealth.com/privacy-policy
Accurx (Patient Triage)AccuRx Patient Triage is a secure messaging platform that allows GP practices to safely communicate with patients, triage symptoms, and manage medical queries. It stores patient information in an encrypted format on secure servers, ensuring data privacy and compliance with healthcare regulations while facilitating efficient access to care.https://www.accurx.com/privacy-policy
Surgery Connect Surgery Connect telephone system enables GP practices to securely store and access patient information through its cloud-based platform. It facilitates efficient communication between healthcare providers while ensuring patient data privacy by employing robust encryption and access controls for storing sensitive medical records in compliance with data protection regulations.https://www.x-on.co.uk/privacy-notice/
iGPRiGPR is an electronic patient record system used by GP practices to securely store and manage patient medical information digitally. It allows authorised healthcare professionals to access and update patient records while ensuring data privacy and compliance through robust access controls and encryption of sensitive health data.https://www.igpr.co.uk/privacy-policy/
DocmanDocMan is a document management system used by GP practices to securely store and manage patient medical records and correspondence digitally. It allows authorised healthcare staff to access, share, and update patient documents while ensuring data privacy through encryption and access controls compliant with healthcare regulations.https://www.docman.com/privacy-policy/
DocmailDocMail is provided by CFH Total Document Management Ltd a secure print and mailing company which provides print and mailing services for Local Government, GPs, Dentists, Medical Practices, Schools, Exam Boards and Banks etc. https://www.docmail.co.uk/downloads/Docmail-Privacy.pdf
ITS DigitalITS Digital is the practice’s primary general IT support provider.
Their support staff are able to remotely dial in with the consent of our staff for technical problem solving.
https://itsdigital.co.uk/privacy-policy/
NumedNumed provides software and remote support for our spirometer and blood pressure monitoring devices. With staff consent, their personnel can remotely access these systems for troubleshooting while we maintain strict security protocols to safeguard patient data privacy and confidentiality.https://www.numed.co.uk/privacy-policy
DXS SystemsDXS provides a clinical knowledge platform that integrates evidence-based guidance, treatment pathways, and patient information into GP workflows, enabling efficient access to up-to-date medical knowledge to improve patient care and outcomes.https://www.dxs-systems.co.uk/privacy.php
JoyJoy is a preventative care platform that enables health and social care professionals to connect clients with local services, track outcomes, and facilitate preventative healthcare initiatives at scale while ensuring secure handling of client information.https://www.thejoyapp.com/privacy
Microsoft SuiteIn GP surgeries, Microsoft Suite is essential: Word is used for documentation and patient letters, Excel for data analysis and tracking, Outlook for secure communication, and Teams for virtual meetings and collaboration. It's a key provider to the NHS, streamlining operations and enhancing patient care efficiency.https://privacy.microsoft.com/en-gb/privacystatement
Patient AccessThe Patient Access app enables GP practices to provide patients with remote access to book appointments, order repeat prescriptions, and message the practice directly, facilitating convenient digital healthcare services while ensuring secure access through NHS login authentication.https://patient.info/privacy-policy
NHS AppThe NHS App allows GP practices to securely share medical records and enable patients to access health services like booking appointments, ordering prescriptions, and viewing their GP health data, facilitating efficient digital healthcare delivery while ensuring proper access controls over sensitive patient information.https://www.nhs.uk/our-policies/

10. Keeping Your Information Anonymous

Sometimes we may share information about you, but in a completely anonymous way where no details can identify you or be traced back to you. This helps protect your privacy while still allowing the responsible use of data for important purposes like research or improving services.Here’s how we do it:

  1. We remove or hide any personal information or sensitive details that could be used to identify you.
  2. We use strong techniques like data masking, pseudonymization (using codes instead of names), and combining everyone’s data together.
  3. This ensures the anonymous information cannot reveal your identity in any way.

Your privacy is fully protected throughout this process. We make sure there is no way for the anonymous data to be linked back to you specifically.

11. Your Rights As A Patient

The law gives you certain rights regarding the personal and healthcare information we hold about you. These rights are:

A. Accessing Your Information

You have the right to access and get a copy of the information we have about you. To request this, please contact 01923247446. We will provide this free of charge, but may charge a small fee if your request is excessive or repetitive. We have one month to respond to your request. Please make requests in writing, clearly stating what information you need.

B. Online Access

You can request online access to view your medical record. But we must get your written consent and verify your identity first. If you get online access, it’s your responsibility to keep your information secure and prevent others from accessing it.

C. Correcting Mistakes

We aim to ensure your personal information is accurate and up-to-date. You can request corrections if you believe any information is incorrect. It’s important to inform us if your contact details like mobile number have changed.

D. Removing Your Information

You can request to have your information removed. However, if we need this information to provide you with proper medical care and diagnosis, we may not be able to remove it.

E. Objecting to Data Sharing

We cannot share your information for purposes unrelated to your healthcare, like research or education, without your consent. You have the right to object to the Surgery sharing your personal and health information in this way. See the Keeping Your Information Anonymous section.

F. Transferring Your Data

You can request to have your personal and/or health information transferred electronically (or other format) to another organisation. But we will need your clear consent to do so.

12. Keeping Others' Information Private

During your appointments, you may talk about people close to you like your spouse, family members or friends. We must protect their privacy too. Before sharing any part of your medical record:

  • We carefully go through it
  • We remove any details about other people that could reveal who they are

We take great care to keep all personal information in your records completely confidential and private. Any details about others go through a special process to make them anonymous or remove information that can identify them. You can trust that we handle all personal and private information with the highest levels of care and confidentiality. Protecting the privacy of third parties mentioned in your records is extremely important to us.

13. How We Use Your Information

We use your personal and health information for a few important reasons:

Getting You the Right Care

We may share your information with other doctors, nurses or hospitals that are involved in your treatment. This helps make sure everyone taking care of you has the information they need to provide you with the best possible care.

Following the Law

Sometimes the law requires us to share your information with certain authorized people or organizations, like the police or courts. We only do this when we absolutely have to follow the law.

Keeping Your Information Private

We will never share your personal information with anyone else unless you specifically say it’s okay. Keeping your information private and confidential is extremely important to us. We protect it carefully. The main reasons we use your information are to coordinate your healthcare and follow legal requirements. But otherwise, we never share your private details without your permission.

14. Why We Need Your Information

The law says we must have proper reasons for handling your private information. Here are the main reasons:

Our Agreement with the NHS

We have a contract with the NHS to provide healthcare services to you and others. This contract requires us to collect and use your medical information to give you proper care.

Your Consent

Sometimes we need your permission (consent) to use your personal and health information to take care of you. But you can withdraw or take back your consent anytime if you no longer want our services.

Providing Necessary Care

We may need to collect and use your information to give you important medical care, especially if there is an emergency situation where you cannot give consent yourself. The law allows this to protect you.

Following the Law

Occasionally, the law requires us to share your information with certain organisations (like we mentioned before).We only collect and use your private information for the reasons allowed by law – either because we have a legal agreement, your consent, to provide necessary care, or because the law requires it.

15. Keeping Your Health Information Private

The law says your personal health information is very private and sensitive. We have to be extra careful with it. Here are some situations where we may need to use or share your health information:

Helping the Public

If there is a serious disease outbreak, we may need to contact you about treatment or share your information with organizations that can provide you with advice and care. This is to help protect the public.

If You Say It’s OK

We can use and share your health information if you have clearly told us it’s okay to do so. This is called giving consent.

Emergency Situations

If you are unable to say yes or no, like after an accident, we may need to use your health information to get you important medical care and protect you.

Legal Reasons

If someone makes a legal claim against us, we may need to use your information to defend ourselves properly in court.

Providing Your Medical Care

We can use your health information when it is necessary for giving you proper medical treatment and care.

Your health details are highly private. We only use or share this sensitive information for important reasons allowed by law, like public health, emergencies, legal matters, or providing you with healthcare services.

16. How Long We Keep Your Personal Information

At our practice, we are very careful about how long we keep your personal and health information. We won’t keep it any longer than we really need to.There are a few important reasons why we may need to keep your information for a certain period of time:

  1. To follow rules and guidelines about keeping accurate medical records for a number of years.
  2. To provide you with continuous care by having access to your past health information when needed.
  3. To follow legal requirements set by the NHS about how long to keep patient records.

For example, we usually have to keep patient records for 10 years after a patient dies or permanently leaves the country.

We regularly review how long we keep information to make sure we are following the latest rules and best practices. We also have strict processes in place to safely get rid of any personal information once we no longer need to keep it.

The main reason we keep your information is to support your healthcare needs and do our job properly as your doctors and nurses. But we will only keep it for as long as absolutely necessary – no longer than that.

17. Patient Participation Group (PPG)

At our practice, we have a special group called the Patient Participation Group (PPG). This is a team of volunteer patients who work together with us to help make our services better.

Joining the Group

If you want to join the PPG, we will ask you for some basic information like:

  • Your name
  • Your gender
  • Your date of birth
  • Your phone number and email
  • Which ethnic group you belong to
  • How often you visit the practice

We only collect this information so the PPG can do its work. We will keep it safe and private, and never share it with anyone else without your permission.

Leaving The Group

If you ever want to leave the PPG, just send us an email at manorview@nhs.net. We will then remove all your details from the group’s records right away.The PPG allows patients like you to have a voice and help improve the care we provide. Your information is only used for this group and nothing else.

18. Complaints

If you are worried about how we handle your personal information or want to make a complaint about it, you can:

  1. Contact Louise Halahmy at 01923247446
  2. Fill out the Complaint Form on our website

You can tell us if you think we have done something wrong with your private information. We take all complaints very seriously.

You can also contact the Information Commissioner’s Office (ICO). This is the official organization that makes sure everyone follows the rules about keeping personal information safe and private.

We will do our very best to look into your concern quickly and in a fair way. Keeping your information private and protected is extremely important to us. We will work hard to address any issues you have.

You should never hesitate to speak up if you are worried about how we use your personal details. We are committed to keeping that information safe and secure at all times

19. Our Website

This Privacy Policy applies only to the Manor View Practice website (www.manorviewpractice.co.uk). If you click on a link from our website to another website, you will need to review that website’s own privacy policy to understand how they handle your information.

We take no responsibility for the content or privacy practices of any other websites you access through links on our site. The protections and guidelines outlined in this Privacy Policy only cover information collected and used through www.manorviewpractice.co.uk.

When visiting our website, we recommend being cautious and reviewing the privacy policies of any third-party websites you visit. This will help you understand how your personal information may be collected, used, and shared by those other websites.

20. Cookies

Our website uses small files called cookies to make your experience of using our website better.  They remember your preferences and settings and give us information on how we can improve our website. To learn more about the specific cookies we use, and what each one does please refer to our Cookie Policy

21. Website Security And Being Safe Online

This Privacy Policy only applies to our website. If you click on a link from our site that takes you to a different website, you need to read their own privacy rules. Those other websites have their own ways of handling your information.

We are not responsible for the content, privacy practices, or security measures of any other websites you visit by following links from ours. The protections and guidelines in this privacy notice only cover information collected through our website.

When you visit other websites, you should be careful and read their privacy policies. This will help you understand how they might collect, use, and share your personal information. We cannot guarantee the security or privacy of websites we don’t control directly.

At our practice, keeping your personal information safe and secure is extremely important to us. We use strong security measures to protect the data you provide through our website from anyone trying to access, change or delete it without permission.

However, no method of sending data over the internet or storing it electronically is 100% secure. We cannot completely guarantee the security of any information you send to or receive from our website.

If you ever have any worries or questions about the security of our website or how we handle your personal information, please let us know. We want to be open and address any concerns you might have

22. Keeping Your Contact Details Updated

At our practice, we take protecting your private information very seriously. That’s why it’s really important that you let us know right away if you change any of your contact details.

Why It Matters

We may need to send you text messages about appointments, your medical care, or other important updates. If we don’t have your current phone number or email, we could accidentally share your private details with someone else by mistake.

Your Responsibility

It is your responsibility to tell us immediately if you get a new mobile number or email address. Keeping your contact information updated allows us to communicate with you directly and keeps your personal and health information completely confidential and secure.

We can only protect your privacy if we have your correct contact details. Please make sure to inform us right away anytime your phone number, email or other contact information changes. This helps us keep everything about you safe and private.

23. Getting A Copy Of Our Privacy Policy

Our Privacy Policy explains how we collect, use, and protect your personal and health information. You can get a copy of it in a few different ways:

  1. On Our Website
    You can find our Privacy Policy on our website at www.manorviewpractice.co.uk. It may be linked at the bottom of the website pages.
  2. Ask Our Staff
    You can also ask any of our staff members, and they can give you a printed copy or tell you how to access it online.

We really want you to read and understand our Privacy Policy. It explains in detail what we do with your private information and how we keep it safe and confidential.

If you have any other questions about our privacy practices after reading the Policy, you can always ask us. It’s important to us that you know how we handle your personal details carefully

24. Keeping Our Privacy Policy Up To Date

We look over and update our Privacy Policy regularly. This helps make sure it stays current and follows all the proper rules and guidelines. The last time we reviewed and made any needed changes to our Privacy Policy was in May 2024.