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Transparency Privacy Notice

Hoveton & Wroxham Medical Centre and Your Information

Hoveton & Wroxham Medical Centre takes your privacy very seriously.  We are registered with the Information Commissioner’s Office as a Data Controller and our registration number is Z7683211.

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


Hoveton & Wroxham Medical Centre

Stgalham Road



NR12 8DU


Or contact our Data Protection Officer –

Hoveton & Wroxham Medical Centre 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

Text patients 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

Produce medical reports on request from third parties such as the DVLA or your employer

Movement of Patient records to Primary Care Support England

A list of the partners that we usually share with is shown lower down.

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

Incident and complaint management


CCTV is in place in the car park, Reception and corridor area 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 31 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 should be made in writing.

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

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.

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

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

Digital dictation services

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 than instructed. These contracts also require them to maintain good standards of security to ensure your confidentiality.

A list of the partners that we usually share with is shown lower down. 

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 – Hoveton & Wroxham Medical Centre Routine Sharing Partners




Referrals / Test Results / Discharge Notices



Norfolk & Norwich University Hospital


Queen Elizabeth Hospital


Addenbrookes Hospital.


Papworth Hospital


Norwich Community Hospital


James Paget Hospital


Spire Norwich Hospital


Guy's & St Thomas


Moorfields Eye Hospital


Nuffield Hospitals


Great Ormond Street London


West Suffolk Hospital


Ipswich Hospital


Thetford Healthy Living Centre


Norfolk & Suffolk ME/CFS


Norfolk Community Eating Disorder Service


The Global Clinic



Global Diagnostics


Norfolk & Suffolk Foundation Trust


Norfolk Community Health & Care


BMI The Sandringham Hospital


Fakenham Weight Management


Norfolk Social Services


Slimming World


Bourn Hall Clinic


British Red Cross


Smoke Free Norfolk






Norfolk County Council Services


Ascenti Physio


Combat Stress


Admiral Nurse Service


East Coast Community Healthcare


Ormiston Families


Leeway Domestic Violence and Abuse Services


British Pregnancy Advisory Service


East Anglian DriveAbility


Together for Mental Wellbeing


Mary Chapman House


Cromer Hospital


The Nottingham Centre for Transgender Health


Tavistock and Portman NHS Trust


Gender Identity Clinic




Broadacres Residential Care Home


Heron Lodge Carfe Home


Overbury House Care Home


Change Grow Live


Asperger Service Norfolk


NHS 111


East of England Ambulance Trust




Healthy Child Program






Referral Management Service


Home Oxygen Service


Victory Swim & Fitness Centre, North Walsham


Point 1, Great Yarmouth


The Outside Clinic


Scrivens Hearing


Child and Adolescent Eating Disorder


Swift Service


Siskin Centre (Dental)


Norfolk Family Solutions


Macmillan, Norfolk


Calais Hospital


Electronic Prescribing Services



Various pharmacies across Norfolk and Waveney - see


Coroner Reports



Norfolk Coroners


Commissioner/Safety/Quality Reports



North Norfolk CCG



Iceni Healthcare Ltd


NHS England


Norfolk County Council


Anglia Health Protection Team (infectious diseases)




Police / Government



Norfolk Constabulary




Department for Work and Pensions


NHS Pensions







University of Cambridge


NHS National Institute for Health Research


Individual Funding Requests/Medicines Management


Norfolk Medicines Support


North Norfolk CCG




Confidential Waste



Couriers / Delivery


ISS pathology Couriers

ERS Medical

City Sprint


Multi-Functional Devices


Norfolk Copiers Ltd



APR Telecomms/Tollring

Healthcare Software


CareFusion Spirometry Software


Cardioperfect BP Software


Cardionetics ECG Software


INR Star/LumiraDx Care Solution


Child Health Provide

Eclipse Solutions (Safety Reports)


Website Hosting / Mailing



NHS Choices

Mysurgery Website

Healthcare Hardware



Northwest Ostomy Supplies



Dragon Security

IT Service Provider


Dionysys Ltd


Arden & Gem CSU


Digital Dictation


Phillips Speech Exec

 Pro Transcribe

Payroll / Finance


IRIS accounting software

Associations / Groups / Providers


National Pharmacy Association

AGEM - Medicines Optimisation

Medical Defence Union

Provision of Clinical System

Systm One (TPP)

For further information on how we look after data at Hoveton & Wroxham medical centre, please see the short YouTube links below: 

Keeping Records

What we do with your information


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