Fair Processing Notice
One Wight Health

One Wight Health is a private company limited by shares. Its shareholders being made up solely from the 16 General Practitioner Practices on the Isle of Wight. The company was founded to act as a federation of GP practices by providing support in both clinical and non-clinical areas, medical / clinical services, assist with the sustainability of the existing practices and create a strong vision, robust plan and efficient Primary Care provision thus shaping the future of healthcare within this sector on the Isle of Wight.
Your Information, What You Need to Know
This privacy notice explains why we collect information about you, how that information may be used and how we keep it safe and confidential.

Why We Collect Information about You
Health care professionals who provide you with care are required by law to maintain records about your health and any treatment or care you have received within any NHS organisation or organisations whose services are commissioned by the NHS. These records help to provide you with the best possible healthcare.
We may collect and hold data for the sole purpose of providing healthcare services to our patients. Our services are commissioned by NHS organisations such as the Isle of Wight Clinical Commissioning Group. In carrying out this role we may collect information about you which helps us respond to your queries or secure specialist services. We may keep your information in written form and/or in digital form. The records may include basic details about you, such as your name and address. They may also contain more sensitive information about your health and also information such as outcomes of needs assessments.

Details We Collect About You
The health care professionals who provide you with care maintain records about your health and any treatment or care you have received previously (e.g. NHS Trust, GP Surgery, Walk-in clinic, etc.). These records help to provide you with the best possible healthcare.
Records which One Wight Health may hold about you may include the following:

 Details about you, such as your address and next of kin
 Any contact the surgery has had with you, such as appointments, clinic visits, emergency appointments, etc.
 Notes and reports about your health
 Details about your treatment and care
 Results of investigations, such as laboratory tests, x-rays, etc.
 Relevant information from other health professionals, relatives or those who care for you

How We Keep Your Information Confidential and Safe
We are subject to the Common Law Duty of Confidence. Information provided in confidence will only be used for the purposes advised with consent given by the patient, unless there are other circumstances covered by the law. The NHS Digital Code of Practice on Confidential Information applies to all our staff and they are required to protect your information, inform you of how your information will be used, and allow you to decide if and how your information can be shared. All our staff are expected to make sure information is kept confidential and receive annual training on how to do this. Health records may be electronic, on paper or a mixture of both, and we use a combination of working practices and technology to ensure that your information is kept confidential and secure. Your records are backed up securely in accordance with NHS standard procedures.
We ensure that the information we hold is kept in secure locations, is protected by appropriate security and access is restricted to authorised personnel.
We also make sure external data processors that support us are legally and contractually bound to operate and prove security arrangements are in place where data that could or does identify a person are processed.
We are committed to protecting your privacy and will only use information collected lawfully in accordance with:

 Data Protection Act 1998
 Human Rights Act
 Common Law Duty of Confidentiality
 NHS Codes of Confidentiality and Information Security
 Health and Social Care Act 2015

We maintain our duty of confidentiality to you at all times. We will only ever use or pass on information about you if others involved in your care have a genuine need for it. We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e. life or death situations), or where the law requires information to be passed on.

How We Use Your Information
You may choose to withdraw your consent to personal data being used. When we are about to participate in a new data-sharing project we will make patients aware by displaying prominent notices in Practices and on our website at least four weeks before the scheme is due to start. Instructions will be provided to explain what you have to do to ‘opt-out’ of each new scheme.

You can object to your personal information being shared with other health care providers but if this limits the treatment that you can receive then the doctor will explain this to you at the time.

To ensure you receive the best possible care, your records are used to facilitate the care you receive. Information held about you may be used to help protect the health of the public.

To ensure that adult and children’s safeguarding matters are managed appropriately, access to identifiable information will be shared in some limited circumstances where it’s legally required for the safety of the individuals concerned.

Local sharing via TPP SystmOne
Your GP patient record is held securely and confidentially on your GPs electronic system (TPP SystmOne). If you require attention from a health professional such as an Emergency Department, Minor Injury Unit or Out Of Hours location, those treating you are better able to give appropriate care if some of the information from your GP patient record is available to them. This information can be locally shared electronically via TPP SystmOne

In all cases, the information is only used by authorised health and social care professionals in
Isle of Wight based organisations, involved in your direct care. Your permission will be asked before the information is accessed, unless the health and social care user is unable to ask you and there is a clinical reason for access, which will then be logged.

The services we may deliver may require us to access your GP record on TPP SystmOne, however the clinician treating you will ask for your consent before they access your record and only individuals involved with your care and treatment will have access to your health information. If you do not wish for your GP record to be shared, please contact your GP practice for further details and information on how to ‘opt out’.

Data Retention
We will approach the management of patient records in line with the Records Management NHS Code of Practice for Health and Social Care which sets the required standards of practice in the management of records for those who work within or under contract to NHS organisations in England, based on current legal requirements and professional best practice.

Who Are Our Partner Organisations?
We may also have to share your information, subject to strict agreements on how it will be used, with the following organisations:

 NHS Trusts
 Specialist Trusts
 Independent Contractors such as dentists, opticians, pharmacists
 Private Sector Providers
 Voluntary Sector Providers
 Ambulance Trusts
 Clinical Commissioning Groups
 Social Care Services
 Local Authorities
 Education Services
 Fire and Rescue Services
 Police
 GP practices

We will never share your information outside of health partner organisations without your explicit consent unless there are exceptional circumstances such as when the health or safety of others is at risk, where the law requires it or to carry out a statutory function.
Access to Your Information
Under the Data Protection Act 1998 everybody has the right to see, or have a copy, of data we hold that can identify you, with some exceptions. You do not need to give a reason to see your data, but you may be charged a fee.

If you want to access your data you must make the request in writing. Under special circumstances, some information may be withheld. If you wish to have a copy of the information we hold about you, please contact:
Subject Access Request
One Wight Health
The Surgery
New Road
Isle of Wight
PO30 4BB

For access to your full GP record, please contact you GP practice.
We may charge a reasonable fee for the administration of the request set down in law as follows:
 If the information is only held electronically we may charge up to £10.
 If the information is only held or is partly in paper format we may charge up to £50.

Change of Details
It is important that you tell the person treating you if any of your details such as your name or address have changed or if any of your details are incorrect in order for this to be amended. Please inform us of any changes so our records for you are accurate and up to date.

Mobile Telephone Number
If you provide us with your mobile phone number we may use this to send you reminders about your appointments or other health screening information. Please let us know if you do not wish to receive reminders on your mobile.
The Data Protection Act 1998 requires organisations to register a notification with the Information Commissioner to describe the purposes for which they process personal and sensitive information.

We are registered as a data controller (registration number ZA271587) and our registration can be viewed online in the public register at:

Any changes to this notice will be published on our website.

If you have concerns or are unhappy about any of our services, please contact:
The Operations Manager
One Wight Health
The Surgery
New Road
Isle of Wight
PO30 4BB


For independent advice about data protection, privacy and data-sharing issues, you can contact:

The Information Commissioner
Wycliffe House
Water Lane

Phone: 0303 123 1113

Reviews of and Changes to our Fair Processing Notice
We will keep our Fair Processing Notice under regular review. This notice was last reviewed in November 2017