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Privacy/Transparency Notice

In response to receiving a completed Processing Activities Log which Framfield House Surgery has confirmed is an accurate and complete record of processing carried out by the practice, the following suggested Privacy/Transparency Notice has been drafted.

 Framfield House Surgery and Your Information

Framfield House Surgery takes your privacy very seriously. We are registered with the Information Commissioner’s Office as a Data Controller and our registration number is Z6643479.

If you have any questions or wish to make a request in relation to your information, please contact us at;

Framfield House Surgery

Emma Cooper aims to provide you with the highest quality health care. To do this we must keep records about you, your health and the care we have provided or plan to provide to you.

Your doctor and other health professionals caring for you, such as nurses or physiotherapists, keep records about your health and treatment so that they are able to provide you with the best possible care.

These records are called your ‘health care record’ and may be stored in paper form or on computer and electronic systems and may include Personal Data;

  •     basic details about you, such as address, date of birth, NHS number, and next of kin as well as Sensitive Personal Data;
  •     contact we have had with you, such as clinical visits
  •     notes and reports about your health
  •     details and records about your treatment and care
  •     results of x-rays, laboratory tests etc.

Healthcare providers are permitted to collect, store, use and share this information under Data Protection Legislation which has a specific section related to healthcare information.

What do we do with your information?

  •     Refer you to other healthcare providers when you need other service or tests
  •     Share samples with laboratories for testing (like blood samples)
  •     Share test results with hospitals or community services (like blood test results)
  •     Allow out of hours or extended hours GPs to look at your health record when you are going to an appointment
  •     Send prescriptions to a pharmacy
  •     Patients are texted in relation to healthcare services
  •     Samples are provided to the courier for delivery to pathology
  •     Share reports with the coroner
  •     Receive reports of appointments you have attended elsewhere such as with the community nurse or if you have had a stay in hospital

Follow this link to see a list of the partners that we usually share with.

Framfield House Surgery has signed a Suffolk Wide Information Sharing Agreement which allows health and social care providers to agree a secure and lawful way to share your information.

What else do we do with your information?

Along with activities related directly to your care, we also use information in ways which allow us to check that care is safe and provide data for the improvement and planning of services.

  •     Quality / payment / performance reports are provided to service commissioners
  •     As part of clinical research – information that identifies you will be removed, unless you have consented to being identified
  •     Undertaking clinical audits within the practice
  •     Supporting staff training

Sharing when Required by Law

Sometimes we will be required by law to share your information and will not always be able to discuss this with you directly. Examples might be for the purposes of detection or prevention of crime, where it is in the wider public interest, to safeguard children or vulnerable adults, reporting infectious diseases or where required by court order.


CCTV is in place in the in all public areas of our practice.

It has been installed solely for the safety and security of our patients and staff, to prevent and deter crime.

Images are recorded 24 hours a day and stored on the hard drives of the recording devices that are situated in secure areas and only the practice managers and those delivering technical support services will have access to the system.

The CCTV only records images and does not record audio.

 All CCTV recordings are stored on our recording devices for 30 days before being deleted.

There are signs in the practice telling you that CCTV is in place.

We will only ever share information with the relevant authorities in connection with the safety and security of patients and staff and will not share with any other third parties.

Visitors to the practice have the right to request to see images of themselves on CCTV as part of a request made under the privacy legislation. Like all subject access requests, it must be made in writing. There may be a charge made for this service.

We have followed the CCTV guidelines produced by the Information Commissioners’ Office.

Information Access and Rights

Data protection law provides you with a number of rights that the practice is committed to supporting you with;

Right to Access

You have the right to obtain:

  •     confirmation that your information is being used, stored or shared by the practice
  •     a copy of information held about you

If you only require a particular part of your record, tell us and this may mean we can respond quicker.

We will respond to your request within one month of receipt or will tell you when it might take longer.

We are required to validate your identity including the identity of someone making a request on your behalf

Right to Object or Withdrawn Consent

We mainly use, store and share your information because we are permitted in order to deliver your healthcare but you do have a right to object to us doing this.

Where we are using, storing and sharing your information based on explicit consent you have provided, you have a right to withdraw that consent at any time.

Our Data Protection Officer will be happy to speak with you about any concerns you have.

Right to Correction

If information about you is incorrect, you are entitled to request that we correct it

There may be occasions, where we are required by law to maintain the original information – our Data Protection Officer will talk to you about this and you may request that the information is not used during this time

We will respond to your request within one month of receipt or will tell you when it might take longer.


You also have the right to make complaints and request investigations into the way your information is used. Please contact our Data Protection Officer or visit the link below for more information.

For more detailed information on your rights visit

Case Finding

Sometimes your information will be used to identify whether you need particular support from us.

Those involved in your care might look at particular ‘indicators’ (such as particular conditions) and contact you or take action for healthcare purposes. For example, this might be to prevent you from having to visit accident and emergency by supporting you in your own home or in the community.

We will use automated technology to help us to identify people that might require support but ultimately, the decision about how or whether to provide extra support you is made by those involved in your care.

Our Data Protection Officer will be happy to speak to you about this if you have concerns or objections.

Information Technology

The practice will use third parties to provide services that involve your information such as;

  •     Removal and destruction of confidential waste
  •     Provision of clinical systems
  •     Provision of connectively and servers

Data analytics or warehousing (these allow us to make decisions about care or see how effectively the practice is run – personal data will never be sold or made available to organisations not related to your care delivery)

We have contracts in place with these third parties that prevent them from using it in any other way that instructed. These contracts also require them to maintain good standards of security to ensure your confidentiality.

Please visit  to find out more about our sharing partners and providers.

How do we Protect your Information?

We are committed to ensuring the security and confidentiality of your information. There are a number of ways we do this;

Staff receive annual training about protecting and using personal data

Policies are in place for staff to follow and are regularly reviewed

We check that only the minimum amount of data is shared or accessed

We use ‘smartcards’ to access systems, this helps to ensure that the right people are accessing data – people with a ‘need to know’

We use encrypted emails and storage which would make it difficult for someone to ‘intercept’ your information

We report and manage incidents to make sure we learn from them and improve

We put in place contracts that require providers and suppliers to protect your data as well

We do not send your data outside of the EEA

How Long Do We Keep Your Information?

In line with the Department of Health Code, we will retain / store your health record for your lifetime. When a patient dies, we will review the record and generally it will be destroyed 10 years later, unless there is a reason to keep it for longer.

If you move away or register with another practice, we will send your records to the new practice.

Appendix A – Framfield House Surgery Routine Sharing Partners

Processing Activities

Sharing Partners (including any third-party providers of services)


Referral / Test Results

Ipswich Hospital

West Suffolk Hospital

Norfolk and Norwich Hospital.

Addenbrookes Hospital.

West Suffolk Disability Resource Centre | Papworth Trust

Guy's & St Thomas

Great Ormond Street

Aldeburgh Community Hospital


James Paget Hospital

Colchester Hospital

Broomfield Hospital


Royal Marsden Hospital

Moorfields Eye Hospital

Royal National Orthopaedic Hospital

Nuffield Health, Ipswich

BMI St Edmunds Hospital

Spire Cambridge Lea Hospital

Spire Norwich Hospital

Suffolk Community Health

Norfolk & Suffolk Foundation Trust

Mills Meadow Care Home


Express Diagnostics (24hr ECGS

Foxearth Nursing Home

St Nicolas Hospice

The Pathology Partnership…

St Elizabeths Hospice Ipswich


In-health Community Endoscopy

Turning Point

One Life Suffolk

Allied Physios.


Suffolk GP Federation


Framlingham Pharmacy


Debenham Pharmacy


Lloyds Pharmacy


Boots Woodbridge

Boots Harleston

Hado Pharmacy

Welbeing Pharmacy Diss

Pharmacy 2U

Fresenius Homecare

Select Home Delivery


Jade Euromed

Salts Medilink

Charter Ltd



Sia Healthcare

Discharge notices

Ipswich Hospital

West Suffolk Hospital

Norfolk and Norwich Hospital.

Addenbrookes Hospital.

West Suffolk Disability Resource Centre | Papworth Trust

Aldeburgh Community Hospital


James Paget Hospital

Colchester Hospital

Broomfield Hospital


Royal Marsden Hospital

Moorfields Eye Hospital

Royal National Orthopaedic Hospital

Nuffield Health, Ipswich

BMI St Edmunds Hospital

Spire Cambridge Lea Hospital

Spire Norwich Hospital

Guy's & St Thomas

Great Ormond Street

Confidential waste removal


Patient Texts

TPP System One

Pathology Courier

Ipswich Hospital

PCSE Notes

City Sprint

Coroner reports

Ipswich Coroners

Norfolk Coroners

Commissioner Reports

West Suffolk CCG

Ipswich and East Suffolk CCG

Provision of IT Systems and Support

North East London CCG

Provision of clinical system

TPP (SystmOne)

Infectious Diseases

Anglia Health Protection Team




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