Barton Surgery

01626 888877

GDPR Patient Privacy Notice

How Barton Surgery uses your information to provide you with healthcare

This practice keeps medical records confidential and complies with the General Data Protection Regulation.

This practice keeps data on you relating to who you are, where you live, what you do, your family, possibly your friends, your employers, your habits, your problems and diagnoses, the reasons you seek help, your appointments, where you are seen and when you are seen, who by, referrals to specialists and other healthcare providers, tests carried out here and in other places, investigations and scans, treatments and outcomes of treatments, your treatment history, the observations and opinions of other healthcare workers, within and without the NHS as well as comments and aide memoires reasonably made by healthcare professionals in this practice who are appropriately involved in your health care.

GPs have always delegated tasks and responsibilities to others that work with them in their surgeries, on average an NHS GP has between 1,500 to 2,500 patients for whom he or she is accountable. It is not possible for the GP to provide hands on personal care for each and every one of those patients in those circumstances, for this reason GPs share your care with others, predominantly within the surgery but occasionally with outside organisations.

If your health needs require care from others elsewhere outside this practice we will exchange with them whatever information about you that is necessary for them to provide that care. When you make contact with healthcare providers outside the practice but within the NHS it is usual for them to send us information relating to that encounter. We will retain part or all of those reports. Normally we will receive equivalent reports of contacts you have with non NHS services but this is not always the case.

People who have access to your information will only normally have access to that which they need to fulfil their roles, for instance practice admin staff will normally only see your name, address, contact details, appointment history and registration details in order to book appointments, the clinicians will normally have access to your immunisations, treatment, significant active and important past histories, your allergies and relevant recent contacts, access to everything in your record.

Healthcare staff working in Accident and Emergency and out of hours care will also have access to your information. For example, it is important that staff who are treating you in an emergency know if you have any allergic reactions. This will involve the use of your Summary Care Record. For more information see: or alternatively speak to your practice.

The practice will also use carefully selected third party service providers that process data on behalf of the practice. When we use a third-party service provider, we will always have an appropriate agreement in place to ensure that they keep the data secure, that they do not use or share information other than in accordance with our instructions and that they are operating responsibly to ensure the protection of your data. Examples of functions that may be carried out by third parties includes:

Organisations that provide IT services & support, including our core clinical systems; systems which manage patient facing services (such as our website and service accessible through the same); data hosting service providers; systems which facilitate video consultation, appointment bookings or electronic prescription services; document management services etc.

Organisations who are delivering services on behalf of the practice (for example conducting Medicines Management Reviews to ensure that you receive the most appropriate, up to date and cost-effective treatments or supporting practices in offering choices of providers and appointments to patients who are being referred via the NHS E-Referral system).

Delivery services (for example if we were to arrange for delivery of any medicines to you).

Payment providers (if for example you were paying for a prescription or a service such as travel vaccinations).

For further information of who we share your personal data with and our third-party processors, please contact Barton Surgery 01626 888877.

Improved Access
As part of our Improved Access Initiative, Barton Surgery patients will be able to book evening and weekend appointments, both here and at other local GP Practices. This will benefit you as a patient as it ensures that there are more appointments available to you at times that are more convenient out of the practice’s usual hours.

To ensure that the Clinician has full access to your medical records, when you book your appointment the Administrator will ask you to consent to sharing your medical records, which will ensure an effective and safe service.

This sharing occurs electronically through our clinical system and the sharing only occurs when you choose to book an appointment at another practice. You will be reminded of this when you book the appointment and your consent to share your medical record is taken.

Your data will be kept secure using the same clinical system used to access your medical record when you visit us for an appointment. If you change your mind and do not wish to consent, the clinician will only be able to access your Summary Care Record. This will contain limited medical information and will restrict the care that you can be offered. We will be notified of your record being accessed and of any changes made to your medical record. We will review this to ensure any follow up is actioned.

If you have any concerns about this, or object to the sharing of your medical record in this way, please speak to one of our reception team, who will be able to record your decision and change the settings for your record.

You have the right to object to information being shared for your own care. Please speak to the practice if you wish to object. You also have the right to have any mistakes or errors corrected.

Teignmouth and Dawlish Clinical Research Hub

The practices in Teignmouth and Dawlish work together to deliver Research studies and trials to patients registered at the 4 practices (and their branch sites).  Staff employed by your GP practice will access your information in order to determine whether you are suitable to be invited to participate in a particular study.

Staff working for the Teignmouth and Dawlish Clinical Research Hub are also employees of practices within Teignmouth/Dawlish, and are bound by the same confidentiality rules.

The Research Hub Team will not access your information without your explicit consent, unless they are employed by, or on behalf, of your GP Practice and are carrying out the record review in line with their ordinary job.  Staff employed by the Hub includes a Data Manager, Research Nurse and a Healthcare Assistant.  These individuals have undertake training for the delivery of research (Good Clinical Practice) and are all bound by the Confidentiality: NHS Code of Practice and General Data Protection Regulation 2016.

Other important information about how your information is used to provide you with healthcare

We will also use your information so that this practice can check and review the quality of the care we provide. This helps us to improve our services to you.

Registering for NHS care

• All patients who receive NHS care are registered on a national database.
• This database holds your name, address, date of birth and NHS Number but it does not hold information about the care you receive.
• The database is held by NHS Digital a national organisation which has legal responsibilities to collect NHS data.
• More information can be found at: or the phone number for is 0300 303 5678

Identifying patients who might be at risk of certain diseases

• Your medical records will be searched by a computer programme so that we can identify patients who might be at high risk from certain diseases such as heart disease or unplanned admissions to hospital.
• This means we can offer patients additional care or support as early as possible.
• This process will involve linking information from your GP record with information from other health or social care services you have used.
• Information which identifies you will only be seen by this practice.


• Sometimes we need to share information so that other people, including healthcare staff, children or others with safeguarding needs, are protected from risk of harm.
• These circumstances are rare.
• We do not need your consent or agreement to do this.
• Please contact management for up to date local policies for more information:

We will also use your information so that this practice can check and review the quality of the care we provide. This helps us to improve our services to you.

We are required by law to provide you with the following information about how we handle your information.

Data Controller
contact details – Barton Surgery, Barton Terrace, Dawlish, EX7 9QH

Data Protection Officer
contact details – Bex Lovewell.
Sentinel Healthcare South West Community Interest Company
& Oakside Surgery, Plymouth
c/o Express Diagnostics & Treatment Services
6 Research Way

Purpose of the processing
• To give direct health or social care to individual patients.
• For example, when a patient agrees to a referral for direct care, such as to a hospital, relevant information about the patient will be shared with the other healthcare staff to enable them to give appropriate advice, investigations, treatments and/or care.
• To check and review the quality of care. (This is called audit and clinical governance).

Lawful basis for processing
These purposes are supported under the following sections of the GDPR:
Article 6(1)(e) ‘…necessary for the performance of a task carried out in the public interest or in the exercise of official authority…’; and
Article 9(2)(h) ‘necessary for the purposes of preventative 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 or social care systems and services…”

Healthcare staff will also respect and comply with their obligations under the common law duty of confidence.

Recipient or categories of recipients of the processed data
The data will be shared with:
• healthcare professionals and staff in this surgery;
• local hospitals;
• out of hours services;
• diagnostic and treatment centres;
• or other organisations involved in the provision of direct care to individual patients.

Rights to object
• You have the right to object to information being shared between those who are providing you with direct care.
• This may affect the care you receive – please speak to the practice.
• You are not able to object to your name, address and other demographic information being sent to NHS Digital.
• This is necessary if you wish to be registered to receive NHS care.
• You are not able to object when information is legitimately shared for safeguarding reasons.
• In appropriate circumstances it is a legal and professional requirement to share information for safeguarding reasons. This is to protect people from harm.
• The information will be shared with the local safeguarding service.

Right to access and correct
• You have the right to access your medical record and have any errors or mistakes corrected. Please speak to a member of staff or look at our ‘access to medical record’ on the practice website –
• We are not aware of any circumstances in which you will have the right to delete correct information from your medical record; although you are free to obtain your own legal advice if you believe there is no lawful purpose for which we hold the information and contact us if you hold a different view.

Retention period
GP medical records will be kept in line with the law and national guidance. Information on how long records are kept can be found at:
or speak to the practice.

Right to complain
You have the right to complain to the Information Commissioner’s Office. If you wish to complain follow this link or call the helpline 0303 123 1113

Data we get from other organisations
We receive information about your health from other organisations who are involved in providing you with health and social care. For example, if you go to hospital for treatment or an operation the hospital will send us a letter to let us know what happens. This means your GP medical record is kept up-to date when you receive care from other parts of the health service.

What is Population Health Management ?

Population Health Management (or PHM for short) is aimed at improving the health of an entire population.  It is being implemented across the NHS and this Practice is taking part in a project extending across Devon.

PHM is about improving the physical and mental health outcomes and wellbeing of people and making sure that access to services is fair, timely and equal. It helps to reduce the occurrence of ill-health and looks at all the wider factors that affect health and care.

The PHM approach requires health care organisations to work together with communities and partner agencies, for example, GP practices, community service providers, hospitals and other health and social care providers.

These organisations will share and combine information with each other in order to get a view of health and services for the population in a particular area. This information sharing is subject to robust security arrangements.

How will my Personal Data be used?

The information will include personal data about your health care.  This information will be combined and anything that can identify you (like your name or NHS Number) will be removed and replaced with a unique code.

This means that the people working with the data will only see the code and cannot see which patient the information relates to.

Examples of how the information could be used for a number of healthcare related activities include;

  • improving the quality and standards of care provided
  • research into the development of new treatments
  • preventing illness and diseases
  • monitoring safety
  • planning services


Who will my Personal Data be shared with?

Your GP and other care providers will send the information they hold on their systems to NHS Devon Clinical Commissioning Group (CCG), the NHS organisation responsible for planning, commissioning (or buying) and developing healthcare services for the 1.2 million people who live in Devon.

NHS Devon CCG will link all the information together. Your GP and other care providers will then review this information and make decisions about the whole population or particular patients that might need additional support.

The CCG is legally obliged to protect your information and maintain confidentiality in the same way that your GP or hospital provider is.


Is using my Personal Data in this way lawful?

Health and Social Care Providers are permitted by data protection law to use personal information where it is ‘necessary for medical purposes’. This includes caring for you directly as well as management of health services more generally.

Some of the work that happens at a national level with your personal information is enabled by other legislation.   Sharing and using your information in this way helps to provide better health and care for you, your family and future generations. Confidential patient information about your health and care is only used like this where allowed by law and, in the majority of cases, pseudonymised data is used so that you cannot be identified.


Can I object to my Personal Data being used as part of the Personal Health Management project?

You have a right to object to your personal information being used in this way.  If you do choose to ‘opt out’ please contact your GP practice in the first instance.  If you are happy for your personal information to be used as part of this project then you do not need to do anything further, although you do have the right to change your mind at any time.

You also have a number of other rights relating to how your personal information is used.  See our main privacy policy for more information .

If you still have concerns, you can also contact the Information Commissioner’s Office directly at the following link