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Confidentiality & Medical Records

Patients Privacy Notice

Bradford on Avon and Melksham Health Partnership is a well-established GP surgery. Our General Practitioners and allied healthcare professionals provide primary medical care services to our practice population and are supported by our administrative and managerial team in providing care for patients.

This privacy notice explains how we use any personal information we collect about you as a patient of health care services provided by Bradford on Avon and Melksham Health Partnership

Why do we collect your personal information?

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 within any NHS organisation. 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. The records will include both personal and special categories of data about your health and wellbeing

What types of personal information do we collect about you?

We may collect the following types of personal information:

  • Your name, address, email address, telephone number and other contact information
  • Gender, NHS Number and date of birth and sexual orientation
  • Details of family members and next of kin details
  • Health (Medical) information, including information relating to your sex life
  • Details of any contact the surgery has had with you, such as appointments, clinic visits, emergency appointments and telephone calls.
  • Results of investigations such as laboratory tests or x-rays
  • Biometric data
  • Genetic information

How will we use the personal information we collect about you?

We may use your personal information in the following ways:

  • To help us assess your needs and identify and provide you with the health and social care that you require
  • To determine the best location to provide the care you require
  • To comply with our legal and regulatory obligations
  • To help us monitor and manage our services.

Call recording

Recordings of calls made and received by Bradford on Avon and Melksham Health Partnership may be used to support the learning and development of our staff and to improve the service we provide to our patients.

They may also be used when reviewing incidents, compliments or complaints.

Call recordings will be managed in the same way as all other personal information processed by us and in line with all current legislation.

Data processors

We may use the services of a data processor to assist us with some of our data processing, but this is done under a contract with direct instruction from us that controls how they will handle patient information and ensures they treat any information in line with the General Data Protection Regulation, confidentiality, privacy law, and any other laws that apply.

How will we share your personal information?

We may share your personal information with other health and social care professionals and members of their care teams to support your ongoing health and or social care and achieve the best possible outcome for you. This may include:

·         Improved Access

Bradford on Avon and Melksham Health Partnership is a member of the Wiltshire GP Alliance improved access service so you may be treated at one of the other participating practices and they will require access to your patient record.

·         Patient Referrals

With your agreement, we may refer you to other services and healthcare providers for services not provided by Bradford on Avon and Melksham Health Partnership

·         Local Hospital, Community or Social Care Services

Sometimes the clinicians caring for you may need to share some of your information with others who are also supporting you

·         Summary Care Record (SCR)

Your Summary Care Record is an electronic record of important patient information created from the GP medical records. It contains information about medications, allergies and any bad reactions to medications in the past. It can be seen by staff in other areas of the health and care system involved in your direct care.

·         National Services

There are some national services like the national Cancer Screening Programme that collect and keep information from across the NHS. This is how the NHS knows when to contact you about services like cancer screening.

·         Other NHS Organisations

Sometimes the practice will share information with other health care organisations that do not directly care for you, such as the Clinical Commissioning Group. However this information will be anonymous and does not include anything written as notes by the GP and cannot be linked to you.

Any medical or health related personal information will be treated with confidence in line with the common law duty of confidentiality and the Confidentiality NHS Code of Practice. We may be required to share information with people other than health and social care professionals and members of their care teams in order to comply with our legal and regulatory obligations.

We will not share your information with people other than health and social care professionals and members of their care teams without your consent unless the law allows or requires us to.

How long do we keep your personal information?

We follow the Records Management Code of Practice for Health and Social Care 2016 records retention schedule published by the Information Governance Alliance for the Department of Health which states that patient records should be retained for 10 years from the date of death. At that point, all personal data we hold on you will be securely deleted.

We keep recordings of our calls for 6 years.

Legal basis

Whilst treating you as a registered patient of Bradford on Avon and Melksham Health Partnership we will only process your personal data with your explicit consent.

We have also been commissioned by the Wiltshire Clinical Commissioning Group to provide a GP improved access service and in the performance of this task in the public interest, it maybe necessary for us to process your personal data.

We will use your special categories of personal data, such as that relating to your race, ethnic origin, and health for the purposes of providing you with health or social care or the management of health or social care systems and services. Such processing will only be carried out by a health or social work professional or by another person who owes a duty of confidentiality under legislation or a rule of law.

In some circumstances, we may process your personal information on the basis that:

  • it is necessary to protect your vital interests;
  • or
  • we are required to do so in order to comply with legal obligations to which we are subject;

Your rights

You have a right to:

  • access the information we hold about you;
  • correct inaccuracies in the information we hold about you
  • withdraw any consent you have given to the use of your information;
  • complain to the relevant supervisory authority in any jurisdiction about our use of your information
  • in some circumstances:
    • erase information we hold about you;
    • receive a copy of your personal data in an electronic format and require us to provide this information to a third party;
    • restrict the use of information we hold about you; and
    • object to the use of information we hold about you.

You can exercise these rights by contacting us as detailed below.

Changes to our privacy notice

We keep our privacy notice under regular review and we will place any updates on our website. You can also ask the clinician to show you a copy of the privacy notice during your consultation.

This privacy notice was last updated on 2nd October 2018.

How to make a complaint

We are committed to providing the best possible service at all times.  We welcome your suggestions and feedback about our services and want to resolve any problems you may experience.  Feedback about the service we provide enables us to make service more effective. If you need to turn to someone for help about the services we provide please contact us on the details below;

How to contact us

If you have any questions about our privacy notice, the personal information we hold about you, or our use of your personal information, then please contact our Data Protection Officer at:

Jason Roberts Data Protection Officer
Bradford on Avon Health Centre Station Approach
Bradford on Avon
Wiltshire BA15 1DQ


Freedom Of Information Act

The Freedom of Information Act 2000 aims to produce a culture of openness in public bodies, by providing members of the public with the right to access information held. The main purpose behind this is to show how public money is being used.

Please click here to download the Bradford on Avon and Melksham Health Partnership Freedom of Information Act leaflet.


The information below this line is old and is being revised - 10.6.18


On-line access to a summary of your record


For those patients who have access to our online services we are pleased to announce that we are able to provide patients with online access to detailed coded information held on their medical record.

In order to access your read coded record online please study the information leaflet thoroughly. Once you have done this please read carefully and sign the "Application for online access to my read coded medical record" form and present it to reception with a valid form of photo ID such as a passport or driving licence.

Once this has been done we will endeavour to grant you access within 21 days. This does not include online access to other services such as prescriptions, which can be turned on instantly and accessed within 24 hours.

To view the Accessing GP Records Online Leaflet CLICK HERE.

To view the Application for Online Access to my Read Coded Medical Record Form CLICK HERE.

Please note that we are unable to process access requests made via SystmOnline.

Updated 15.02.2017

Age restrictions on SystmOnline

We are currently only taking new registrations for the online service from patients who are 18 years of age or over and following guidance from NHS England we are in the process of removing on-line access for existing online patients aged 11-17 years.  This is due to changes in guidance regarding consent. If you would like more information about this, please contact Matthew Glass at the surgery on 01225 866611.

Posted: 30.9.15

Privacy at the practice

At the Surgery, we fully respect your right to confidentiality, and are only too aware that there may be times you feel the need for some privacy when making arrangements.

If you feel the need to discuss your requirements away from the reception desk, then please mention this to our receptionist and they will be only too pleased to speak to you in a more private area.

Consent For Others To Access Your Records

If you would like to give permission to grant another person access to your medical records, we have a form that you would need to fill out and hand in to reception.

Please click here to download the form, which you can then print off to fill out. Alternatively, you can collect this form from the reception desk.

Children's Medical Records

If your child is under the age of 16 you can gain access to their health record. However, children over the age of 16 must give consent, preferably in writing, to the Practice to enable sharing of patient information with to be shared with specified persons.

Contacting Patients By Telephone

If a member of the Practice needs to contact you on the telephone, they will ask to speak with you. Should someone else answer the telephone, the name of the caller and where we are calling from will only be given BUT the reason for calling will not be. This is to ensure that your right to privacy is upheld. Voicemail messages may be left on answer machines if necessary but again the reason for calling will not be divulged.


Summary Care Record


There is a Central NHS Computer System called the Summary Care Record (SCR). The Summary Care Record is to help emergency doctors and nurses help you when you contact them when the surgery is closed. Initially, it will contain just your medications and allergies.

Later on as the central NHS computer system develops, (known as the 'Summary Care Record' - SCR), other staff who work in the NHS will be able to access it along with information from hospitals, out of hours services, and specialists letters that may be added as well.

Your information will be extracted from practices such as ours and held on central NHS databases.

As with all new systems there are pros and cons to think about. When you speak to an emergency doctor you might overlook something that is important and if they have access to your medical record it might avoid mistakes or problems, although even then, you should be asked to give your consent each time a member of NHS Staff wishes to access your record, unless you are medically unable to do so.

On the other hand, you may have strong views about sharing your personal information and wish to keep your information at the level of this practice. Connecting for Health (CfH), the government agency responsible for the Summary Care Record have agreed with doctors' leaders that new patients registering with this practice should be able to decide whether or not their information is uploaded to the Central NHS Computer System.

For existing patients it is different in that it is assumed that you want your record uploaded to the Central NHS Computer System unless you actively opt out.

For further information visit these websites:

Connecting for Health Website

The Summary Care Record Website

If you choose to opt out of the scheme, then you will need to complete a form and bring it along to the surgery.

 Download the opt out form >>>>

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