Privacy Notice


We understand how important it is to keep your personal information safe and secure and we take this very seriously.  We have taken steps to make sure your personal information is looked after in the best possible way and we review this regularly.

Please read this Privacy Notice carefully, as it contains important information we collect on your behalf.

About us

We at New Milton Health Centre are a Data Controller of your information.  This means we are responsible for collecting, storing and handling your personal and healthcare information when you register with us as a patient.


There may be times where we also process your information.  That means we use it for a particular purpose and, therefore, on those occasions we may also be Data Processors.  The purposes for which we use your information are set out in this Privacy Notice.

Who is the Data Protection Officer?

The Data Protection Officer is Caroline Sims - Primary Care Information Governance Manager and DPO at the NHS South, Central and West Commissioning Support Unit

You can contact her via our Business Manager – Kelly Anderson, in regard to below:-

  • You have any questions about how your information is being held
  • If you require access to your information or if you wish to make a change to your information
  • If you wish to make a complaint about anything to do with the personal and healthcare information we hold about you
  • Or any other query relating to this Policy and your rights as a patient.

How we use your personal information

This Privacy Notice explains why the GP Practice collects information about you and how the information may be used.

Health care professionals who provide you with care maintains records about your health and any treatment or care you have received previously (eg NHS Trust, GP Surgery, Walk-in clinics etc) These records are used to help to provide you with the best possible healthcare.

NHS health care 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.  Records New Milton Health Centre hold about you may include the following information:-

  • Details about you, such as your name, address, carers, legal representatives and emergency contact details
  • 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

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 and to help us manage the NHS. Information may be used within the GP practice for clinical audit to monitor the quality of the service provided.

Some of this information will be held centrally and used for statistical purposes. Where we do this, we take strict measures to ensure that individual patients cannot be identified. Sometimes your information may be requested to be used for research purposes – the surgery will always gain your consent before releasing the information for this purpose.


How we keep your records confidential


Everyone working for the NHS has a legal duty to keep information about you confidential and secure.  To help us protect your confidentiality, it is important to inform us about any relevant changes that we should know about, such as change of address, telephone, change of personal circumstance.


All staff working in the practice signs a confidentiality agreement that explicitly makes clear their duties in relation to personal health information and the consequences of breaching that duty.


Access to patient records by staff other than clinical staff is regulated to ensure they are only accessed when there is a genuine need to do so, such as when identifying and printing repeat prescriptions for patients, or when typing referral letters to hospital consultants.


Who are our partner organisations?


We may pass your personal information on to the following people or organisations, because these organisations may require your information to assist them in the provision of your direct healthcare needs,  It, therefore, may be important for them to be able to access your information in order to ensure they may properly deliver their services to you:-

  • Other NHS Hospitals
  • NHS Trusts / Foundation Trusts
  • Relevant GP’s Practices
  • NHS Commissioning Support Units
  • Dentists, opticians, pharmacists
  • Private Sector Providers – (private hospitals, care homes, hospices, contractors providing services to the NHS)
  • Voluntary Sector Providers who are directly involved in your care
  • Ambulance Trusts
  • Clinical Commissioning Groups
  • Social Care Services
  • Health and Social Care Information Centre (HSCIC)
  • Local Authorities
  • Education Services
  • Other ‘data processors’ which you will be informed of

The Practice shares your diabetes related data with the Diabetic Eye Screening Programme operated by Health Intelligence (commissioned by NHS England). This supports your invitation for eye screening (where you are eligible and referred by the Practice) and ongoing care by the screening programme. This data may be shared with any Hospital Eye Services you are under the care of to support further treatment and with other healthcare professionals involved in your care, for example your Diabetologist.

For further information, take a look at Health Intelligence’s Privacy Notice on the diabetic eye screening website:

This list is not intended to be exhaustive and we may well share data with other NHS care services but it will always be for the purpose of your direct care.

You will be informed who your data will be shared with and in some cases asked for explicit consent for this happen when this is required.

Your Summary Care Record

Your Summary Care Record is an electronic record of your healthcare history (and other relevant personal information) held on a national healthcare records database provided and facilitated by NHS EnglandThis record may be shared with other healthcare professional and additions to this record may also be made by relevant healthcare professional and organisations involved in your direct healthcare.  You may have the right to demand that this record is not shared with anyone who is not involved tin the provision of your direct healthcare. 

If you wish to enquire further as to your rights in respect of not sharing information on this record then please contact our Data Protection Officer.   To find out more about the wider use of confidential information and to register your choice to opt out if you do not want your data to be used in this way, please visit

Note if your do choose to opt out; you can still consent to your data being used for specific purposes.  However, if you are happy with this use of information you do not need to do anything.  You may however change your choice at any time.

Extended Access

We provide extended access services to our patients which mean you can access medical services outside of our normal working hours.  In order to provide you with this service, we have formal arrangements in place with ‘The Practice’ at Lymington Hospital.  Please note to ensure that The Practice comply with the law and to protect the use of your information, we have very robust data sharing agreements and other clear arrangements in place to ensure your data is always protected and used for those purposes only.

Anonymised Information

Sometimes we may provide information about you in an anonymised form. If we do so, then none of the information we provide to any other party will identify you as an individual and cannot be traced back to you.


You’re Rights as a Patient


The law gives your certain rights to your personal and healthcare information that we hold, as set out below:-


Access and Subject Access Requests


You have the right to see what information we hold about you and to request a copy of this information.


If you would like a copy of the information we hold about please email our Data Protection Officer.  We will provide this information free of change however, we may in some limited and exceptional circumstances have to make an administrative charge for any extra copies if the information required is excessive, complex or repetitive.


We have one month to reply to you and give you the information that you require.  We would ask, therefore, that any requests you make are in writing and it is made clear to us what and how much information you require.


Online Access


You may ask us if you wish to have online access to your medical record.  However, there will be certain protocols that we have to follow in order to give you online access, including written consent and production of documents that prove your identity.


Please not that when we give you online access, the responsibility is yours to make sure that you keep your information sage and secure if you do not wish any third party to gain access.


Correction or Removal


We want to make sure that your personal information is accurate and up to date.  You may ask us to correct any information you think is inaccurate. It is very important that you make sure you tell us if your contact details including your mobile phone number has changed.


You have the right to ask for your information to be removed however, if we require this information to assist us in providing you with appropriate medical services and diagnosis for your healthcare, the removal may not be possible.



Third Parties mentioned on your medical record


Sometimes we record information about third parties mentioned by you to us during any consultation. We are under an obligation to make sure we also protect that third party’s rights as an individual and to ensure that references to them which may breach their rights to confidentiality, are removed before we send any information to any other party including you. Third parties can include: spouses, partners, and other family members. 

Legal Justification for Collecting and using your information


The Law says we need a legal basis to handle your personal and healthcare information.

CONTRACT: We have a contract with NHS England to deliver healthcare services to you. This contract provides that we are under a legal obligation to ensure that we deliver medical and healthcare services to the public.

CONSENT: Sometimes we also rely on the fact that you give us consent to use your personal and healthcare information so that we can take care of your healthcare needs.

Please note that you have the right to withdraw consent at any time if you no longer wish to receive services from us.

NECESSARY CARE: Providing you with the appropriate healthcare, where necessary. The Law refers to this as ‘protecting your vital interests’ where you may be in a position not to be able to consent. 

LAW: Sometimes the Law obliges us to provide your information to an organisation (see above).


Special Categories


The Law states that personal information about your health falls into a special category of information because it is very sensitive. Reasons that may entitle us to use and process your information may be as follows:

PUBLIC INTEREST: Where we may need to handle your personal information when it is considered to be in the public interest. For example, when there is an outbreak of a specific disease and we need to contact you for treatment, or we need to pass your information to relevant organisations to ensure you receive advice and/or treatment;

CONSENT: When you have given us consent;

VITAL INTEREST: If you are incapable of giving consent, and we have to use your information to protect your vital interests (e.g. if you have had an accident and you need emergency treatment);

DEFENDING A CLAIM: If we need your information to defend a legal claim against us by you, or by another party;

PROVIDING YOU WITH MEDICAL CARE: Where we need your information to provide you with medical and healthcare services


Under 16


There is a separate privacy notice for patients under the age of 16, a copy of which may be obtained on request.

If English is not your first Language

If English is not your first language you can request a translation of this Privacy Notice. Please contact our Data Protection Officer.

Retention Periods


The data will be retained in line with the law and national guidance.  or speak to the practice.


Objections / Complaints


Should you have any concerns about how your information is managed at the Practice, please contact the Business  Manager – Miss Kelly Anderson. If you are still unhappy following a review by the GP practice, you can then complain to the Information Commissioners Office (ICO) via their website

If you are happy for your data to be extracted and used for the purposes described in this privacy notice then you do not need to do anything. If you have any concerns about how your data is shared then please contact the practice.

Our Website

The only website this Privacy Notice applies to is the Surgery’s website. If you use a link to any other website from the Surgery’s website then you will need to read their respective privacy notice. We take no responsibility (legal or otherwise) for the content of other websites.


Text Messaging and contacting you

Because we are obliged to protect any confidential information we hold about you and we take this very seriously, it is imperative that you let us know immediately if you change any of your contact details.

We may contact you using SMS texting to your mobile phone in the event that we need to notify you about appointments and other services that we provide to you involving your direct care, therefore you must ensure that we have your up to date details. This is to ensure we are sure we are actually contacting you and not another person.

Where to find our Privacy Notice

You may find a copy of this Privacy Notice in the Information for Patients Folder in Reception, on our website, or a copy may be provided on request.

Changes to this privacy notice

We regularly review and update our Privacy Notice. This Privacy Notice was last updated on 15th July  2019.



Call 111 when you need medical help fast but it’s not a 999 emergencyNHS ChoicesThis site is brought to you by My Surgery Website