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Your Information

This practice may supply personal health data to comply with its legal obligations from time to time, as directed by the Secretary of State for Health, or other recognised Statutory Authority.

Why information is collected about you and the ways in which this information may be used by Dr Godfrey & Partners at Totton Health Centre...

Your doctor and other health professionals caring for you keep records about your health and any treatment and care you receive from the National Health Service. These help ensure that you receive the best possible care from us. They may be written down (manual records) or held on a computer. The records may include:

  • Basic details about you, such as address and next of kin.
  • Contact we have had with you, such as clinic visits.
  • Notes and reports about your health and any treatment and care you receive.
  • Results of investigations, such as X-rays and laboratory tests.
  • Relevant information from other health professionals, or those who care for you and know you well.


Your records are used to guide professionals in the care you receive to ensure that:

  • Your doctor, nurse or any other healthcare professionals involved in your care has accurate and up-to-date information to assess your health and decide what care you need.
  • Full information is available if you see another doctor, or are referred to a specialist or another part of the NHS.
  • There is a good basis for assessing the type and quality of care you have received.
  • Your concerns can be properly investigated if you need to complain.

Your information may also be used to help us:

  • Assess the needs of the general population.
  • Make sure our services can meet patient needs in the future.
  • Review the care we provide to ensure it is of the highest standard.
  • Teach and train healthcare professionals.
  • Pay your GP, dentist and hospital for the care they provide.
  • Investigate complaints, legal claims or untoward incidents.
  • Inform research studies which require access to anonymous information from patients' notes (You cannot be identified from these notes as all personal details are removed). If you would like to opt out of this data collection scheme, please let us know and your records will not be collected for use in the anonymous research database. This will not affect your care in any way. If anything to do with the research would require that you provide additional information about yourself, you will be contacted by your GP to see if you are willing to take part; you will not be identified in any published results.


Everyone working for the NHS has a legal duty to keep information about you confidential.

You may be receiving care from other organisations as well as the NHS, such as Social Services. We may need to share some information about you so we can all work together for your benefit. We will only ever use or pass on information if others involved in your care have a genuine need for it. We will not disclose your information to third parties without your permission unless there are exceptional circumstances, such as when the health and safety of others is at risk or where the law requires information to be passed on.

Anyone who receives information from us is also under a legal duty to keep it confidential.

We are required by law to report certain information to the appropriate authorities. This is only provided after formal permission has been given by a qualified health professional. Occasions when we must pass on information include:

  • Notification of new births.
  • Where we encounter infectious diseases which may endanger the safety of others, such as meningitis or measles (but not HIV/AIDS).
  • Where a formal court order has been issued.

Our guiding principle is that we are holding your records in strict confidence.


The principal partner organisations with whom information may be shared:

  • Health Authorities.
  • NHS Trusts (Hospitals, Community Nurses).
  • General Practitioners (GPs).
  • Ambulance Services.

Your information may also, subject to strict agreements describing how it will be used, be shared with:

  • NHS Common Services Agencies, such as Primary Care Agencies.
  • Social Services.
  • Education Services.
  • Local Authorities.
  • Voluntary Sector Providers.
  • Private Sector Providers.
  • Document Management Provider: Demographic information only - ie. names and addresses for sending letters on our behalf. They are subject to strict agreements and do not store the information or use it for other purposes.


The Hampshire Health Record is an electronic summary reocrd for people living in Hampshire, Portsmouth and Southampton. GP surgeries, hospitals, social care and community care teams collect information about you and store it electronically on separate computer systems. The Hampshire Health Record stores summary information from these organisations in one place so that - with your consent - professionals can view it to deliver better care for you. Further information is available on our website or at reception.


The Data Protection Act 1998, which came into force on 1st March 2000, allows you to find out what information about you is held on computer and in certain manual records. This is known as "right of subject access". It applies to your health records.

If you want to see them, you should make a written request to the NHS organisations where you are being, or have been, treated.

You are entitled to receive a copy but should note that a charge will usually be made. You should also be aware that in certain circumstances your right to see some details in your health records may be limited in your own interest or for other reasons. Please collect a request form from reception, should you wish to see the notes held about you in the practice.


If you would like to know more about how we use your information or if, for any reason, you do not wish to have your information used in any of the ways described above, please speak to the health professionals concerned with your care. You can also contact the NHS organisation - such as the hospital, clinic, GP surgery - where you are being treated.

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