Privacy notice

This page carries the practice's four privacy documents, word for word as published by the practice. Part 1 is the practice's Privacy Notice. Parts 2 to 4 are the practice's further notices on how your information is used for your care, how it is shared to meet legal requirements, and national screening programmes.

Harlow Road Surgery, 1 Harlow Road, Rainham RM13 7UP

Part 1 — Privacy Notice

Your Personal Information – what you need to know.

This privacy notice explains why we collect information about you, how that information will be used, how we keep it safe and confidential and what your rights are in relation to this.

Why we collect information about you

Health care professionals who provide you with care are required by law to maintain records about your health and any treatment or care you have received. These records help to provide you with the best possible healthcare and help us to protect your safety.

We collect and hold data for the purpose of providing healthcare services to our patients and running our organisation which includes monitoring the quality of care that we provide. In carrying out this role we will collect information about you which helps us respond to your queries or secure specialist services. We will keep your information in written form and/or in digital form.

Our Commitment to Data Privacy and Confidentiality Issues

As a GP practice, all of our GPs, staff and associated practitioners are committed to protecting your privacy and will only process data in accordance with the Data Protection Legislation. This includes the General Data Protection Regulation (EU) 2016/679 (GDPR), the Data Protection Act (DPA) 2018, the Law Enforcement Directive (Directive (EU) 2016/680) (LED) and any applicable national Laws implementing them as amended from time to time. The legislation requires us to process personal data only if there is a legitimate basis for doing so and that any processing must be fair and lawful.

In addition, consideration will also be given to all applicable Law concerning privacy, confidentiality, the processing and sharing of personal data including the Human Rights Act 1998, the Health and Social Care Act 2012 as amended by the Health and Social Care (Safety and Quality) Act 2015, the common law duty of confidentiality and the Privacy and Electronic Communications (EC Directive) regulations

Data we collect about you

Records which this GP Practice will hold or share about you will include the following:

Personal Data – means any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Special Categories of Personal Data – this term describes personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation

Confidential Patient Information – this term describes information or data relating to their health and other matters disclosed to another (e.g. patient to clinician) in circumstances where it is reasonable to expect that the information will be held in confidence. Including both information 'given in confidence' and 'that which is owed a duty of confidence'. As described in the Confidentiality: NHS code of Practice: Department of Health guidance on confidentiality 2003.

Pseudonymised – The process of distinguishing individuals in a dataset by using a unique identifier which does not reveal their 'real world' identity.

Anonymised – Data in a form that does not identify individuals and where identification through its combination with other data is not likely to take place

Aggregated – Statistical data about several individuals that has been combined to show general trends or values without identifying individuals within the data.

How we use your information

Improvements in information technology are also making it possible for us to share data with other healthcare organisations for the purpose of providing you, your family and your community with better care. For example it is possible for healthcare professionals in other services to access your record with your permission when the practice is closed. This is explained further in the Local Information Sharing at Appendix A.

Whenever you use a health or care service, such as attending Accident & Emergency or using Community Care services, important information about you is collected in a patient record for that service. Collecting this information helps to ensure you get the best possible care and treatment. The information collected about you when you use these services can also be used and provided to other organisations for purposes beyond your individual care, for instance to help with:

  • improving the quality and standards of care provided
  • research into the development of new treatments
  • preventing illness and diseases
  • monitoring safety
  • planning services

This may only take place when there is a clear legal basis to use this information. All these uses help to provide better health and care for you, your family and future generations. Confidential patient information about your health and care only used like this where allowed by law. Most of time anonymised data is used for research and planning so cannot be identified in which case your confidential patient information isn't needed.

How long do we hold information for?

All records held by the Practice will be kept for the duration specified by national guidance from NHS Digital, Health and Social Care Records Code of Practice. Once information that we hold has been identified for destruction it will be disposed of in the most appropriate way for the type of information it is. personal confidential and commercially confidential will be disposed of by approved and secure confidential waste procedure .we keep a record retention schedules which our information asset registers, in line with the records management code of practice for health and social care 2016.

National data opt-out

The national data opt-out was introduced on 25 May 2018, enabling patients to opt-out from the use of their data for research or planning purposes, in line with the recommendations of the National Data Guardian in her Review of Data Security, Consent and Opt-Outs.

By 2020 all health and care organizations are required to apply national data opt-outs where confidential patient information is used for research and planning purposes. NHS Digital has been applying national data opt-outs since 25 May 2018. Public Health England has been applying national data opt-outs since September 2018.

The national data opt-out replaces the previous 'type 2' opt-out, which required NHS Digital not to share a patient's confidential patient information for purposes beyond their individual care. Any patient that had a type 2 opt-out recorded on or before 11 October 2018 has had it automatically converted to a national data opt-out. Those aged 13 or over were sent a letter giving them more information and a leaflet explaining the national data opt-out. For more information go to National data opt out programme.

https://digital.nhs.uk/national-data-opt-out (opens in a new tab)

On this web page you will:

  • See what is meant by confidential patient information
  • Find examples of when confidential patient information is used for individual care and examples of when it is used for purposes beyond individual care
  • Find out more about the benefits of sharing data
  • Understand more about who uses the data
  • Find out how your data is protected
  • Be able to access the system to view, set or change your opt-out setting
  • Find the contact telephone number if you want to know any more or to set/change your opt-out by phone
  • See the situations where the opt-out will not apply

Right of Access to your information (Subject Access Request)

Under Data Protection Legislation everybody has the right have access to, or request a copy of, information we hold that can identify you, this includes your medical record, there are some safeguards regarding what you will have access and you may find information has seen redacted or removed for the following reasons;

  • Does not cause harm to the patient
  • That legal confidentiality obligations for the non-disclosure of third-party information are adhered to
  • You do not need to give a reason to see your data and requests can be made verbally or in writing. Although we may ask you to complete a form in order that we can ensure that you have the correct information you require.
  • Where multiple copies of the same information is requested the surgery may charge a reasonable fee for the extra copies.
  • You will need to provide proof of identity to receive this information.

The NHS Care Record Guarantee

The NHS Care Record Guarantee for England sets out the rules that govern how patient information is used in the NHS, what control the patient can have over this, the rights individuals have to request copies of their data and how data is protected under Data Protection Legislation.

The NHS Constitution

The NHS Constitution establishes the principles and values of the NHS in England. It sets out the rights patients, the public and staff are entitled to. These rights cover how patients access health services, the quality of care you'll receive, the treatments and programs available to you, confidentiality, information and your right to complain if things go wrong.

https://www.gov.uk/government/publications/the-nhs-constitution-for-england (opens in a new tab)

The Practice will share your information with these organisations where there is a legal basis to do so (please see privacy notices)

Change of Details

It is important that you tell the surgery if any of your contact details such as your name or address have changed especially if any of your other contacts details are incorrect. It is important that we are made aware of any changes immediately in order that no information is shared in error.

If you have any questions

If you have any questions about the surgery, its policies or your data you may;

  1. Contact the Practice Manager during surgery times
  2. Write to us at Harlow Road Surgery, 1 Harlow Road, Rainham RM13 7UP

The Data Processing Officer (DPO) for our surgery is

NHS NEL Integrated Care Board 4th Floor Unex Tower 5 Station Road London E15 1DA itservicedesk.nelicb@nhs.net 08009178607

Part 2 — How Harlow Road Practice uses your information to provide you with healthcare

This practice keeps medical records confidential and complies with the General Data Protection Regulation.

We hold your medical record so that we can provide you with safe care and treatment.

We will also use your information so that this practice can check and review the quality of the care we provide. This helps us to improve our services to you.

We will share relevant information from your medical record with other health or social care staff or organization's when they provide you with care. Following are some of the most common situations where we will use this provision:

  • we will share your information when we refer you to a specialist in a hospital.
  • Your GP will send details about your prescription to your chosen pharmacy.
  • Healthcare staff working in A&E and out of hours care will also have access to your information. For example, it is important that staff who are treating you in an emergency know if you have any allergic reactions. This will involve the use of your medical Records. For more information please visit www.digital.nhs.uk (opens in a new tab) and browse the site for summary care records
  • You have the right to object to information being shared for your own care. Please speak to the practice if you wish to object using the right to object form 6.1.
  • You also have the right to have any mistakes or errors corrected. Please speak to the practice and complete the form 6.2 – Right to Error Correction.

Other important information about how your information is used to provide you with healthcare

Registering for NHS care

  • All patients who receive NHS care are registered on a national database.
  • This database holds your name, address, date of birth and NHS Number but it does not hold information about the care you receive.
  • The database is held by NHS Digital, a national organization which has legal responsibilities to collect NHS data.

More information can be found at www.digital.nhs.uk (opens in a new tab)

Identifying patients who might be at risk of certain diseases

  • Your medical records will be searched by a computer program so that we can identify patients who might be at high risk from certain diseases such as heart disease or unplanned admissions to hospital.
  • This means we can offer patients additional care or support as early as possible.
  • This process will involve linking information from your GP record with information from other health or social care services you have used.
  • Information which identifies you will only be seen by this practice.
  • More information can be found at www.digital.nhs.uk (opens in a new tab)

Safeguarding

  • Sometimes we need to share information so that other people, including healthcare staff, children or others with safeguarding needs, are protected from risk of harm.
  • These circumstances are rare.
  • We do not need your consent or agreement to do this.
  • Please see our local policies for more information

Information we are required by law to give you

We are required by law to provide you with the following information about how we handle your information.
Data Controller Harlow Road Surgery – 1 Harlow Road – Rainham – RM13 7UP
Data Protection Officer NHS NEL Integrated Care Board, 4th Floor, Unex Tower, 5 Station Road, London, E15 1DA. itservicedesk.nelicb@nhs.net. 08009178607
Purpose of the processing To give direct health or social care to individual patients. When a patient is referred for direct care, such as to a hospital, relevant information about the patient will be shared with the other healthcare staff to enable them to give appropriate advice, investigations, treatments and/or care. To check and review the quality of care. (This is called audit and clinical governance).
Lawful basis for processing Please note that processing as described in this policy document is supported by the following GDPR provisions: Article 6(1)e and Article 9(2)(h). Healthcare staff will also respect and comply with their obligations under the common law duty of confidence.
Recipient or categories of recipients of the processed data The data will be shared with: healthcare professionals and staff in this surgery; hospitals; out of hours services; diagnostic and treatment centres; or other organisations involved in the provision of direct care to individual patients.
Rights to object You have the right to object to information being shared between those who are providing you with direct care. This may affect the care you receive – please speak to the practice. You are not able to object to your name, address and other demographic information being sent to NHS Digital. This is necessary if you wish to be registered to receive NHS care. You are not able to object when information is legitimately shared for safeguarding reasons. In appropriate circumstances it is a legal and professional requirement to share information for safeguarding reasons. This is to protect people from harm.
Right to access and correct You have the right to access your medical record and have any errors or mistakes corrected. Please speak to a member of staff or look at our 'subject access request' policy on the practice website www.harlowroadsurgery.com (opens in a new tab). We are not aware of any circumstances in which you will have the right to delete correct information from your medical record; although you are free to obtain your own legal advice if you believe there is no lawful purpose for which we hold the information and contact us if you hold a different view.
Retention period GP medical records will be kept in line with the law and national guidance. For details please visit www.digital.nhs.uk (opens in a new tab) and search for Records Management Code of Practice 2020 and Records Management Cod of practice 2016
Right to complain You have the right to complain to the Information Commissioner's Office. Complaints procedure is listed on information commissioner's website at www.ico.org.uk (opens in a new tab)
Data we get from other organisations We receive information about your health from other organisations who are involved in providing you with health and social care. For example, if you go to hospital for treatment or an operation the hospital will send us a letter to let us know what happens. This means your GP medical record is kept up-to date when you receive care from other parts of the health service.

The law requires Harlow Road Surgery to share information from your medical records in certain circumstances. Information is shared so that the NHS or Public Health England can, for example:

  • plan and manage services;
  • check that the care being provided is safe;
  • prevent infectious diseases from spreading.

We will share information with NHS Digital, the Care Quality Commission and local health protection team (or Public Health England) when the law requires us to do so. Please see below for more information.

We must also share your information if a court of law orders us to do so.

NHS Digital

  • NHS Digital is a national body which has legal responsibilities to collect information about health and social care services.
  • It collects information from across the NHS in England and provides reports on how the NHS is performing. These reports help to plan and improve services to patients.
  • This practice must comply with the law and will send data to NHS Digital, for example, when it is told to do so by the Secretary of State for Health or NHS England under the Health and Social Care Act 2012.
  • More information about NHS Digital and how it uses information can be found at: https://digital.nhs.uk/home (opens in a new tab)

Public Health

Care Quality Commission (CQC)

  • The CQC regulates health and social care services to ensure that safe care is provided.
  • The law says that we must report certain serious events to the CQC, for example, when patient safety has been put at risk.
  • For more information about the CQC see: http://www.cqc.org.uk/ (opens in a new tab)

Information we are required by law to give you

We are required by law to provide you with the following information about how we handle your information and our legal obligations to share data.
Data Controller contact details Harlow Road Surgery – 1 Harlow Road – Rainham – RM13 7UP
Data Protection Officer contact details NHS NEL Integrated Care Board, 4th Floor, Unex Tower, 5 Station Road, London, E15 1DA. itservicedesk.nelicb@nhs.net. 08009178607
Purpose of the processing Compliance with legal obligations and contractual obligations to provide healthcare
Lawful basis for processing The following sections of the GDPR mean that we can share information when the law tells us to. Article 6(1)(c) – 'processing is necessary for compliance with a legal obligation to which the controller is subject…' Article 9(2)(h) – 'processing is necessary for the purpose of preventative…medicine…the provision of health or social care or treatment or the management of health or social care systems and services...'
Recipient or categories of recipients of the processed data The data will be shared with NHS Digital. The data will be shared with the Care Quality Commission. The data will be shared with our local health protection team or Public Health England. The data will be shared with the court if ordered.
Rights to object and the national data opt-out There are very limited rights to object when the law requires information to be shared but government policy allows some rights of objection as set out below. NHS Digital: You have the right to object to information being shared with NHS Digital for reasons other than your own direct care. This is called a 'Type 1' objection – you can ask your practice to apply this code to your record. Please note: The 'Type 1' objection, however, will no longer be available after 2020. This means you will not be able to object to your data being shared with NHS Digital when it is legally required under the Health and Social Care Act 2012. Public health: Legally information must be shared under public health legislation. This means that you are unable to object. Care Quality Commission: Legally information must be shared when the Care Quality Commission needs it for their regulatory functions. This means that you are unable to object. Court order: Your information must be shared if it ordered by a court. This means that you are unable to object.
Right to access and correct You have the right to access your medical record and have any errors or mistakes corrected. Please speak to a member of staff or look at our 'subject access request' policy on the practice website – www.harlowroadsurgery.com (opens in a new tab). We are not aware of any circumstances in which you will have the right to delete correct information from your medical record; although you are free to obtain your own legal advice if you believe there is no lawful purpose for which we hold the information and contact us if you hold a different view.
Retention period GP medical records will be kept in line with the law and national guidance. Information on how long records are kept can be found at: https://digital.nhs.uk/article/1202/Records-Management-Code-of-Practice-for-Health-and-Social-Care-2016 (opens in a new tab) or speak to the practice.
Right to complain You have the right to complain to the Information Commissioner's Office. If you wish to complain follow this link https://ico.org.uk/global/contact-us/ (opens in a new tab) or call the helpline 0303 123 1113

Part 4 — National screening programs

  • The NHS provides national screening programs so that certain diseases can be detected at an early stage.
  • These screening programs include bowel cancer, breast cancer, cervical cancer, aortic aneurysms and a diabetic eye screening service.
  • The law allows us to share your contact information with Public Health England so that you can be invited to the relevant screening program.
  • More information can be found at: https://www.gov.uk/topic/population-screening-programmes (opens in a new tab) or speak to the practice.

Information we are required by law to give you

We are required by law to provide you with the following information about how we handle your information in relation to our legal obligations to share data.
Data Controller contact details Harlow Road Surgery – 1 Harlow Road – Rainham – RM13 7UP
Data Protection Officer contact details NHS NEL Integrated Care Board, 4th Floor, Unex Tower, 5 Station Road, London, E15 1DA. itservicedesk.nelicb@nhs.net. 08009178607
Purpose of the processing The NHS provides several national health screening programmes to detect diseases or conditions early such as cervical and breast cancer, aortic aneurysm and diabetes. The information is shared so that the correct people are invited for screening. This means those who are most at risk can be offered treatment.
Lawful basis for processing The following sections of the GDPR allow us to contact patients for screening. Article 6(1)(e) – 'processing is necessary…in the exercise of official authority vested in the controller...' Article 9(2)(h) – 'processing is necessary for the purpose of preventative…medicine…the provision of health or social care or treatment or the management of health or social care systems and services...'
Recipient or categories of recipients of the processed data The data will be shared with NHS Digital.
Rights to object For national screening programmes: you can opt so that you no longer receive an invitation to a screening programme. See: https://www.gov.uk/government/publications/opting-out-of-the-nhs-population-screening-programmes (opens in a new tab) Or speak to your practice.
Right to access and correct You have the right to access your medical record and have any errors or mistakes corrected. Please speak to a member of staff or look at our 'subject access request' policy on the practice website – www.harlowroadsurgery.com (opens in a new tab). We are not aware of any circumstances in which you will have the right to delete correct information from your medical record; although you are free to obtain your own legal advice if you believe there is no lawful purpose for which we hold the information and contact us if you hold a different view.
Retention period GP medical records will be kept in line with the law and national guidance. Information on how long records can be kept can be found at: https://digital.nhs.uk/article/1202/Records-Management-Code-of-Practice-for-Health-and-Social-Care-2016 (opens in a new tab) or speak to the practice.
Right to complain You have the right to complain to the Information Commissioner's Office. If you wish to complain follow this link https://ico.org.uk/global/contact-us/ (opens in a new tab) or call the helpline 0303 123 1113
Data we get from other organisations We receive information about your health from other organisations who are involved in providing you with health and social care. For example, if you go to hospital for treatment or an operation the hospital will send us a letter to let us know what happens. This means your GP medical record is kept up-to date when you receive care from other parts of the health service.

How does this website use your information?

Cookies

We do not use tracking cookies or advertising cookies. We do not need to show you a cookie banner. The website may store a small setting on your device, such as a menu you have opened, and nothing else.

Server logs

Like most websites, our hosting service keeps a log of each visit. It records the address of your internet connection, the page you asked for, and the time. We use these logs only to keep the website secure and to count how many people use each page.

Information:

To be filled in by the build: how long the website's server logs are kept

The Talk to us helper

Our Talk to us helper is an automated helper, not a person. It cannot give medical advice. It only starts listening after you tap the Talk to us button, and it stops when you tap Stop.

We do not record or keep your voice. Your words are turned into text so the helper can answer, and the audio is not stored.

We keep a written log of the questions asked and the answers given. Before it is saved, a program removes anything that could identify you. That includes names, dates of birth, NHS numbers, phone numbers and addresses.

The log holds no record of who you are or which device you used.

We keep the log for 12 months, then delete it. Our staff read it to check the helper's answers are safe and correct. They also see which questions it could not answer.

We also keep anonymous counts of topics, such as how many people asked about prescriptions.

The helper runs on Microsoft cloud computers in the UK. Your information does not leave the UK. We do not use what you say to teach the helper.

Information:

To be filled in by the build: confirm the model provider's no-training and UK data residency terms before the Talk to us helper goes live

Do not tell the helper personal details such as your name, your date of birth or your NHS number. It does not need them.

If you need help today, call us on 01708 552 072 when we are open. If it's a life-threatening emergency, call 999.

When was this notice updated?

Parts 1 to 4 are the practice's own privacy documents, copied word for word from the practice's previous website on 5 October 2026. The section about this website was added on 9 September 2026.

The practice approved this notice on To be confirmed by the practice: date the practice approved this notice.