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Privacy Statement

Romney House Surgery




Romney House Surgery aims to ensure the highest standard of medical care for our patients.  To do this we keep records about you, your health and the care we have provided or plan to provide to you.


This Privacy Notice does not provide exhaustive details of all aspect of the collection and use of personal information by Romney House Surgery.  However, we are happy to provide any additional information or explanation needed.  If you require further information please contact us via our website.


How We Use Your Information

In order to provide for your care, we need to collect and keep information about you and your health on our records.  Your information is used to: 

  • Provide a basis for all health decisions made by care professionals with and for you;

  • Make sure your care is safe and effective;

  • Work effectively with others providing you with care;

  • Send text notifications to you about appointment reminders, flu clinics, health promotion information, etc. (You can opt out of the text notification service at any time by phoning the practice on 01666 502303). 

We may also use, or share, your information for the following purposes:


  • Looking after the health of the general public;
  • Making sure that our services can meet patient needs in the future;

  • Auditing - Using patient health information to review and improve the quality of healthcare.  Patient identifiable information is only used within the practice. (Patients have the right to request that their health information is not included in audits);


  • Preparing statistics on NHS performance and activity (only anonymised information is used) 

  • Investigating concerns, complaints or legal claims;

  • Helping staff to review the care they provide to make sure it is of the highest standards;

  • Training and educating staff;

  • Research approved by the Local Research Ethics Committee.  (If anything to do with the research would involve you personally, you will be contacted to provide consent).

 Disclosure of Information to Other Health and Social Professionals

 We work with a number of other NHS and partner agencies to provide healthcare services to you.  Below is a list of organisations that we may share your information with:

  Our Partner Organisations:-


  • Other  NHS hospitals

  • Relevant GP Practices

  • Dentists, Opticians and Pharmacies

  • Private Sector Providers (private hospitals, care homes, hospices, contractors providing services to the NHS) 

  • Voluntary Sector Providers who are directly involved in your care

  • Ambulance Service

  • Specialist Services

  • Health and Social Care Clusters

  • Out of Hours Medical Service

  • NHS England


    We may also share your information with your consent, and subject to strict sharing protocols, about how it will be used, with: 

  • Health and Social Care

  • Police and Fire Services


Details That We Collect About You


The health care professionals who provide you with care maintain records about your health and any treatment or care you have received previously (e.g. NHS Trust, GP Surgery, Walk in Clinic etc.). These records help to provide you with the best possible healthcare.



Records which this Practice may hold about you could include the following:-



  • Details about you, such as your address, contact details, next of kin etc.

  • Any contact the surgery has had with you, such as appointments, clinic visits, emergency appointments, etc.

  • Notes and reports about your health

  • Details about your treatment and care

  • Results of investigations, such as laboratory tests, x-rays, etc.

  • Relevant information from other health professionals, relatives or those who care for you

 Risk Prediction


Risk prediction data tools are increasingly being used in the NHS to help determine a person’s risk of suffering a particular condition, preventing an unplanned or (re)admission and identifying a need for preventive information.  Information about you is collected from a number of sources in NHS England including this GP Practice.  A risk score is then arrived at through an analysis of your


de-identifiable information.  Risk prediction enables your GP to focus on preventing ill health and not just the treatment of illness.  If necessary, your GP may be able to offer you additional services.


Summary Care Record (SCR)


Emergency care information such as your name, date of birth, the name of your GP, any medicines which your GP has prescribed, any medicines you are allergic to or react badly to, is shared with Out of Hours as this might be important if you need urgent medical care when the GP surgery is closed.


NHS staff (Doctors, Nurses, Accident and Emergency, Ambulance control and crews) can look at your SCR if they need to treat you when the surgery is closed. They will ask for your consent before they look at your records. In an emergency and if you are unconscious, staff may look at your SCR without your agreement to let them give you the best possible care. Whenever NHS staff looks at your SCR, a record will be kept so we can always check who has looked at your information.


Online Registration for Booking Appointments and Ordering Repeat Prescriptions

This service allows you to book a routine GP appointment 24 hours a day, check your repeat medication, order repeat prescriptions, view your online medical record and make changes to your email and mobile contact number where appropriate.


You will need to register to use this service and can de-register at any time.


 Medical Student Placements


The Practice is involved in the training of medical students. As part of this programme medical students work in the Practice and may be involved in your care. If staff would like a student to be present they will ask for your permission before the start of the consultation. The treatment or care you receive will not be affected if you refuse to have a student present during your appointment.


It is usual for GPs to discuss patient case histories as part of their continuing education or for the purpose of training GPs or medical students. In these cases the identity of the patient concerned is not revealed.


Mail to Patients


We occasionally use a printing company to send letters to our patients.  Data sent is encrypted and the Company puts it in a format to print the letter, despatch via Royal Mail, and then delete the information we send.


Mobile Telephone Number


If you provide us with your mobile phone number we may use this to send you reminders about appointments or other health information. Please let us know if you do not wish us to contact you by your mobile phone.


Medicine Management


The Practice may conduct Medicines Management Reviews of medications prescribed to its patients.  This service performs a review of prescribed medications to ensure patients receive the most appropriate, up to date and cost effective treatments.  This service is provided by our clinicians or a Pharmacist working within the Practice.


Clinical Research

We are a Research Practice, so from time to time will participate in research studies. If your data is requested for this purpose we will always gain consent from you before releasing any information for this purpose.

 Clinical Practice Research Datalink (CPRD)

 Information in patient records is important for medical research to develop new treatments and test the safety of medicines. This practice supports medical research by sending some of this information from patient records to CPRD.

CPRD is a government organisation that provides anonymised patient data for research to improve patient and public health. You cannot be identified from the information sent to CPRD.

If you do not want to anonymised information from your patient record to be used in research you can opt out by speaking to one of our Doctors.

For more information about how your data is used please visit:

Clinical Audit


Information may be used for clinical Audit to monitor the quality of the services we provide. Some of this information may be held centrally, in an anonymised form, within the NHS and used for statistical purposes, e.g. the National Diabetes Audit.

 Computer System

 This Practice operates a Clinical Computer System on which our staff record information securely.  This information can then be shared with other Clinicians so that everyone caring for you is fully informed about your relevant medical history.

 To provide around the clock safe care, unless you have asked us not to, we will make information available to trusted organisations.  Wherever possible, their staff will ask your consent before information is viewed.

We consider patient consent as being the key factor in dealing with your health information.

Shared Care Records

To support your care, and improve the sharing of relevant information to our partner organisations when they are involved in looking after you, we will share information to other NHS systems e.g. medication details for out of hours care.  The general principle is that information is passed to these systems unless you request this does not happen, but that system users should ask for your consent before viewing your record.

 Local Sharing Via Joining Up Your Information (JUYI)

 Your patient record is held securely and confidentially on our electronic system. If you require services from a health professional at another location, i.e. Emergency Department, Minor Injury Unit or Out of Hours those treating you are able to give appropriate care if some of the information from your GP records is available to them. This information can be shared locally via the JUYI system.

The information is only used by authorised health and social care professionals in Gloucestershire-based organisations, involved in your direct patient care. Your permission will be asked before the information is accessed, unless the health and social care professional is unable to ask you and there is a valid reason for access, which will then be logged.

 If you do not wish to share your medical records outside the Practice you can opt out by contacting us via our website, but this might have an impact on the care you receive.

Further information about JUYI can be found at http:/


How We Keep Your Information Confidential and Secure

We are committed to protecting your privacy and will only use information collected lawfully in accordance with the Data Protection Act 1998, Article 8 of the Human Rights Act, the Common Law of Confidentiality, The General Data Protection Regulation and the NHS Codes of Confidentiality and Security.  Everyone working in, or for the NHS must use personal information in a secure and confidential way.

We will only ever use or pass on your information if there is a genuine need to do so.  We will not disclose information about you to third parties without your permission unless there are exceptional circumstances, such as when the law requires.

To protect your confidentiality, we will not normally disclose any medical information about you over the telephone, or by fax, unless we are sure that we are talking to you.  This means that we will not disclose information to your family, friends, and colleagues about any medical matters at all, unless we know that we have your consent to do so.


Anyone Who Receives Information From Us Is Also Under A Legal Duty to Keep It Confidential and Secure

All persons in the Practice sign a confidentiality agreement that explicitly makes clear, their duties in relation to personal health information and the consequences of breaching that duty.

Please be aware that your information will be accessed by non-clinical Practice staff in order to perform tasks enabling the functioning of the Practice.  These are, but not limited to: 

  • Typing referral letters to Hospital Consultants or allied Health Professionals

  • Opening letters from hospitals and Consultants

  • Scanning clinical letters, radiology reports and any other documents not available in Electronic  format

  • Photocopying or printing documents for referral to Consultants

  • Handling, printing, photocopying and postage of medico legal and life assurance reports and other  associated documents


    Right of Access to Your Health Information

The General Data Protection Regulation allows you to find out what information about you is held on computer and in manual records.  This is known as “right of subject access” and applies to personal information held about you.  If you want to see or receive information that the Practice holds about you: 

  • You will need to make a written request to the Practice.

  • There may be a charge for excessive requests for information held about you

  • We are required to respond to you within one month

  • You will need to give us adequate information (e.g.  full name, address, date of birth, NHS Number) to enable us to identify you and provide the correct information

 Who Else May Ask to Access Your Information


  • The Court can insist that we disclose medical records to them;

  • Solicitors often ask for medical reports.  We will require your signed consent for us to disclose information.  We will not normally release details about other people that are contained in your records (e.g. wife, children parents etc.) unless we also have their consent;


  • Social Services - The Benefits Agency and others may require medical reports on you from time to time.  We will need your signed consent to provide information to them.


  • Life Assurance Companies/Employers/Occupational Health Doctors frequently ask for medical reports on individuals.  These are always accompanied by your signed consent form.  We will only disclose the relevant medical information as per your consent. You have the right, should you request it, to see reports prepared for Insurance Companies, employers or occupational Health doctors before they are sent.



    Sharing Your Information without Consent

    We will normally ask you for your consent, but there are times when we may be required by law to share your information without your consent, for example:


  • Where there is a serious risk of harm or abuse to you or other people

  • Where a serious crime, such as assault, is being investigated or where it could be prevented

  • Where we encounter infectious diseases that may endanger the safety of others, such as Meningitis or measles (but not sensitive information such as HIV/AIDS)


  • Where a formal Court Order has been issued

  • Where there is a legal requirement, e.g. if you had committed a Road Traffic Offence


Practice Website


The Practice is committed to ensuring that your privacy is protected.  Should we ask you to provide certain information by which you can be identified when using our website, you can be assured that it will only be used in accordance with this privacy statement.


Data Retention

We approach the management of patient records in line with the Records Management NHS Code of Practice for Health and Social Care, which sets the required standards of practice in the management of records for those who work within or under contract to NHS organisations in England, based on current legal requirements and professiona best practice.

Changes to This Privacy Notice

We keep our Privacy Notice under regular review.  This Privacy Notice will be reviewed again in May 2019.

Concerns about Sharing Your Information

If you have any concerns about how we use or share your information, or you do not wish us to share your information, please contact us on 01666 502303 or via our website.


If you have a complaint about how your information is managed at the practice, please contact the Complaints Manager.  If you remain unhappy with the Practice’s response, you can complain to the Information Commissioner Office

Change of Details

It is important that you tell us if any of your details such as your name, address or telephone number has changed or if any of your details such as date of birth is incorrect in order for this to be amended.   You have a responsibility to inform us of any changes so our records are kept accurate and up to date at all times.




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41-43 Long Street, Tetbury , Gloucestershire, GL8 8AA
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Your Neighbourhood Professionals. Just a Click Away! Tetbury Sports Massage R & J Pearce - Plumbing & Heating Jeremy Coltman Wealth Management A G W Howell Builder Lansdowne Legal Prestige Nursing and Care (Tetbury) Springfields Vehicle Maintenance
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