Data Protection Privacy Notice for Patients


This privacy notice lets you know what happens to any personal data that you give to us, or any information that we may collect from you or about you from other organisations.

This privacy notice applies to personal information processed by or on behalf of the practice.

This Notice explains

  • Who we are and how we use your information
  • Information about our Data Protection Officer
  • What kinds of personal information about you we hold and use (process)
  • The legal grounds for our processing of your personal information (including when we share it with others)
  • What should you do if your personal information changes?
  • For how long your personal information is retained / stored by us?
  • What are your rights under Data Protection laws

The General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA 2018) became law on 25th May 2018. The GDPR is a single EU-wide regulation on the protection of confidential and sensitive (special) information, the DPA 2018 deals with elements of UK law that differ from the European Regulation, both came into force in the UK on the 25th May 2018, repealing the previous Data Protection Act (1998).

For the purpose of applicable data protection legislation (including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) (the "GDPR"), and the Data Protection Act 2018 the practice responsible for your personal data is Budbrooke Medical Centre.

This Notice describes how we collect, use and process your personal data, and how in doing so, we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights.

Please read the entire Privacy Policy here.

Integrated Care Record

Budbrooke Medical Centre works with other health and social care organisations to share information that will form part of your Integrated Care Record. The Integrated Care Record allows health and care professionals involved in your care to view your records to help them understand your needs and make the best decisions with you, and for you. Information we hold about you will be available, to read only, to other Health and care professionals in Coventry and Warwickshire, Birmingham and Solihull, and Herefordshire and Worcestershire when they are involved in your health or social care. 

For more information on how your data is used on the Integrated Care Record and how to exercise your rights please see the full Privacy Notice or copy and paste this link https://www.happyhealthylives.uk/our-priorities/digital-transformation/integrated-care-record/privacy-notice/

Research Study

We are taking part in a Research Study called Improving Medicines use in Persons with Polypharmacy in Primary Care in association with the University of Bristol. If you are a participant of that study and would like to know more about the privacy policy related to that study please click on the link below. 

About IMPPP for study participants | Centre for Academic Primary Care | University of Bristol

Consultant Connect 

This a platform for GPs and other clinicians at Budbrooke Medical Centre to contact consultants in a particular speciality to gain advice and guidance when required. 

Sharing Your Data Outside The Practice

As a result of improvements in information technology and appropriate information governance standards, it is becoming possible to share your GP records across Coventry & Warwickshire Health & Social Care electronically using the practice clinical system. We will only share this information with your explicit consent, when seeing a health worker so that you are able to allow doctors, nurses and other health and social care services in other health organisations to view the information held on your GP records. Therefore, enabling health organisations to provide an appropriate health service required to meet the patients’ needs.

The following are examples of the types of organisations that we are likely to share information with:

  • NHS and specialist hospitals, Trusts
  • Independent Contractors such as dentists, opticians, pharmacists
  • Private and Voluntary Sector Providers
  • Ambulance Trusts
  • Clinical Commissioning Groups and Primary Care Networks
  • Social Care Services and Local Authorities

Any patient can choose to withdraw their consent to their data being used in this way. When the Surgery is about to participate in any new data-sharing scheme we will make patients aware by displaying prominent notices in the Surgery and on our website. These schemes are only for direct care so you (or your carer) will be present when the information is accessed and will be asked for consent again, before your records are opened.

A patient can object to their personal information being shared with other health care providers and can withhold consent but if this limits the treatment that you can receive then the doctor will explain this to you at the time.

Title EMIS read only data sharing – Hospices and GP practices in Coventry and Warwickshire. 
Data Controllers Participating Coventry and Warwickshire GP Practices and Mary Ann Evans Hospice, Shipton Home Nursing, The Shakespeare Hospice, Myton Hospice will act in the capacity of Joint Data Controllers. 
Data Processors 
Duration of the ProcessingOngoing subject to annual review.
Nature and purposes of the ProcessingMary Ann Evans Hospice has highlighted that the ability to share read only data on a two-way basis with GPs is of critical importance for safe and effective patient care, particularly given that hospices do not yet have timescales for when they will be able to access the Integrated Care Record. A pilot enabled two-way read only access for North Warwickshire GP practices and Mary Ann Evans Hospice to read each other’s EMIS record for relevant patients. A successful pilot took place between July and October 2023 and this has now been extended.
Type(s) of Personal DataName, Address, Postcode, Telephone number, Email address, Date of birth, Gender, NHS Number, full medical record stored on GP clinical systems, race or ethnic origin health or clinical data 
Categories of Data SubjectPatients registered at a GP Practice in Coventry & Warwickshire. 
Legal basis for processing 

Article 6(1)(e) Public Task: the processing is necessary for the performance of a task in the public interest or for official functions 

Article 9(2)(h) Health or social care: processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health and social care systems and service