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We follow the NHS guidelines for retention of care records and therefore your personal information will be stored in line with the NHS retention schedule. In general this is ten years from the date that you were last seen or your discharge date, although in some special circumstances it may be necessary to retain records for a longer period in order for us to comply with our legal requirements.
We will not use your details to contact you about anything which isn’t related to your care such as to confirm appointments or pass on test results for instance and will not pass your details on to any third party other than those specifically listed below as being necessary for your care:
Your GP – a letter with a summary of your visit and plans for treatment will be sent to your GP following your clinic visit. They will also be sent a copy of any test result letters which are sent to you, along with a copy of the results and any other information that is felt to be relevant to your treatment.
The hospital, clinic or laboratory – when you attend an appointment, undergo tests or receive treatment the facility will require certain information about you as they have their own legal obligations to adhere to. You are able to request a copy of their own privacy notice on arrival.
Other clinician’s – when another clinician has already been involved in your care or we have agreed to make a referral to a different clinician on your behalf for further treatment.
Your private medical insurer – if requested we may provide further information in support of your insurance claim although we will seek your consent prior to any communication.
Mr EPP Curtis, BMI Mount Alvernia Hospital, Harvey Road, Guildford, GU1 3LX
By e-mail to:
You have a right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information please email or write to us at the address shown below. We will respond to all information access requests as soon as possible and no later than one month from the date of your request. We will not make a charge for this service.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
Mr Paul Curtis MBChB FRCOG
The types of information we collect and record about you include both basic details such as your name, date of birth, contact details (address, telephone, e-mail), registered GP, private healthcare insurance details (if applicable) and also more sensitive information such as your medical history and other medical details required to provide you with suitable care. We also keep a record of your appointments, clinic visits, operative procedures and the results of any investigations such as scans or blood tests.
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As a healthcare provider we are legally required to maintain records about your health and treatment. To ensure that your records are accurate and to provide you with the best possible care we collect and store information about you in both written and electronic format.
By post to:
Any organisation involved in processing data is required to register with the Information Commissioner’s Office to notify them of the purpose of their business & data processing intentions. Mr Curtis is registered as a data controller and a copy of our registration can be found at: https://ico.org.uk/esdwebpages/entry/Z2181244
Electronic Records: Our internal computing systems are protected by the latest internet security which is updated on a regular basis and all system passwords most be updated periodically.
Our practice management database is hosted by Clanwilliam Health who acts as our data processor. We have a written contract in place with them to act on our behalf and their servers are protected by appropriate security which can only be accessed by authorised personnel.
Written Records: A comprehensive set of notes is essential in providing you with the best care. All of your medical notes are kept in a locked filing cabinet within a private, locked office that is only accessed by practice staff. If your notes are moved out of the office, for example when your clinic appointment is taking place at a location other than where the notes are usually stored, they are transported in a sealed, tamper evident bag.