Fair Processing & Privacy Notice

Petersfield Surgery
70 Petersfield Avenue
Telephone: 01708343113
Website: www.petersfieldsurgery.co.uk

Date Approved: 24th July 2026
Review Date: 24th July 2027

Introduction

At Petersfield Surgery, we are committed to protecting your privacy and keeping your personal information secure.

This Fair Processing and Privacy Notice explains how we collect, use, store and share personal information about our patients, visitors to our website, carers, relatives, contractors and others who engage with our services.

We process personal information in accordance with:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Common Law Duty of Confidentiality
• NHS Data Security and Protection requirements

Who is Responsible for Your Information?

The Practice is the Data Controller for the personal information we hold.

Practice Name: Petersfield Surgery

Address: 70 Petersfield Avenue

Telephone: 01708 343113

Data Protection Officer (DPO):
Rhada Muthuswamy

What Information Do We Collect?

We may collect and process:

Personal Information

• Name
• Date of birth
• Address
• Telephone numbers
• Email address
• NHS Number
• Emergency contact details
• Next of kin information

Health Information

• Medical history
• Diagnoses and conditions
• Medications
• Test results
• Referral information
• Vaccination records
• Care plans
• Consultation notes

Administrative Information

• Appointment information
• Correspondence
• Complaints and compliments
• Preferences relating to your care

Website Information

When you visit our website, we may collect:

• IP address
• Browser type
• Device information
• Date and time of visits
• Pages viewed

Why Do We Process Your Information?

We use your information to:

• Provide healthcare services.
• Maintain accurate medical records.
• Arrange referrals and ongoing care.
• Contact you about appointments and treatment.
• Carry out safeguarding duties.
• Manage complaints and incidents.
• Meet legal and regulatory obligations.
• Improve the quality and safety of services.
• Support NHS planning and commissioning.
• Undertake clinical audit and service improvement.

Our Lawful Basis for Processing

Under UK GDPR we process your information under:

Article 6

• Article 6(1)(c) – Legal Obligation
• Article 6(1)(e) – Public Task

Article 9 (Special Category Health Data)

• Article 9(2)(h) – Healthcare Provision
• Article 9(2)(i) – Public Health

Where consent is required, we will obtain it separately.

How We Obtain Information

Information is received from:

• You
• Parents or guardians
• Carers
• Hospitals
• Community healthcare services
• Social care organisations
• NHS England
• Integrated Care Boards
• Other healthcare professionals involved in your care

Who We Share Information With

We only share information when necessary and lawful.

This may include:

• NHS Hospitals
• Community Services
• Pharmacies
• Out-of-Hours Services
• Social Services
• Mental Health Services
• Care Homes
• NHS England
• Integrated Care Boards
• Other healthcare providers involved in your care

Information may also be shared where required by law, safeguarding duties, court orders or public health requirements.

Telephone Call Recording

To help us provide a safe, effective and high-quality service, telephone calls to and from the Practice may be recorded.

Call recordings may be used for:

• Staff training and development.
• Quality assurance and service improvement.
• Monitoring performance and service standards.
• Investigating complaints, incidents or concerns.
• Ensuring the accuracy of information provided.
• Patient and staff safety.
• The prevention and detection of fraud or crime.

Recordings are only accessed by authorised staff who have a legitimate reason to do so.

Call recordings are securely stored and retained in accordance with NHS records management requirements and the Practice's retention schedule.

You may be informed via an automated message when telephone calls are being recorded.

Text Messages, Emails and Telephone Contact

We may contact you by:

• Telephone
• SMS text message
• Email
• Letter

This may be regarding:

• Appointments
• Test results
• Recall programmes
• Screening invitations
• Healthcare updates
• Administrative matters

It is your responsibility to ensure your contact details are kept up to date.

Cookies

Our website may use cookies to:

• Improve website performance.
• Monitor website usage.
• Improve user experience.
• Support website security.

You can manage or disable cookies through your browser settings.

Data Security

We take appropriate technical and organisational measures to protect your information.

These measures include:

• Secure NHS systems.
• Access controls and passwords.
• Staff confidentiality agreements.
• Cyber security protections.
• Information governance training.
• Encryption where appropriate.

Only authorised staff can access information necessary to perform their role.

How Long Do We Keep Information?

Records are retained in accordance with the NHS Records Management Code of Practice and other legal requirements.

Different records have different retention periods and are securely destroyed when no longer required.

Your Rights

Under UK GDPR you have the right to:

• Be informed about how your information is used.
• Access your personal information.
• Request correction of inaccurate information.
• Request restriction of processing in certain circumstances.
• Object to processing where applicable.
• Request data portability where applicable.
• Withdraw consent where processing is based on consent.

Some rights may be limited where healthcare legislation applies.

Access to Medical Records

You have the right to request access to information held about you.

Requests should be made to the Practice and will be processed in accordance with UK GDPR and NHS requirements.

National Data Opt-Out

The NHS National Data Opt-Out enables patients to choose whether their confidential patient information is used for research and planning purposes.

Further information is available at:

https://www.nhs.uk/your-nhs-data-matters/

Complaints

If you have any concerns regarding how your information has been used, please contact:

Practice Manager
Karen Soteriou
01708 343113

You also have the right to complain to the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Website: www.ico.org.uk

Changes to this Notice

This Privacy Notice may be updated from time to time to reflect changes in legislation, NHS requirements or Practice procedures.

The latest version will always be available on our website.

Version: 4.
Approved By: Assistant Practice Manager
Next Review Date: July 2027