How we use your information

Using & Protecting your records 

The practice asks you for information so that you can receive proper care and treatment. We keep this information, together with details of your care because it may be needed if we see you again.  

We may use this information for other reasons : for example to help us protect the health of the public generally and to see that the NHS runs efficiently, plans for the future, trains its staff, can account for how it spends taxpayers money and the actions it takes on our behalf. Information may also be needed to help educate tomorrow’s clinical staff and to carry out medical and other health research for the benefit of everyone. 

Sometimes the law requires us to pass on information, but in these circumstances we would see your permission first. However, we can disclose personal information about a patient if it is in the interest of either that person or the general public for example, on a missing person. 

The NHS Central Register for England and Wales holds basic personal details of all patients registered with a general practitioner. The Register does not contain clinical information. 

All staff working for the NHS have a legal duty to keep information about you confidential. 

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 England
  • 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
  • Other ‘data processors’ 
  • Arden Medical Centre
  • Solihealth Limited

You may be receiving care from other people as well as the NHS. So that we can all work together for your benefit we may need to share information about you. The surgery only ever uses or passes on information about you if people have a genuine need for it in your interest.  We share clinical information about you with our colleagues in secondary care—by this we mean the hospitals that might treat you. So if we refer you to see a consultant we will include details about you and your past medical history as well as why we are sending you to see someone. If you attend the Solihull GP led walk in centre, you will be asked if you want to share the details of your consultation with us. It helps us if you do agree in order that we keep an up to date record of all your treatment and prescriptions.  Anyone who received information from us is also under a legal duty to keep it confidential. 

Your relatives, carers or friends can only be kept up to date with your medical history or treatment if you consent for this to happen. Children under the age of 16 are usually classed as minors and therefore information regarding their care is shared with their parents, unless they are thought to be able to understand their own treatment and condition. 

Please read our patient leaflet for more information How we use your information or follow the links below. If you would like an opt out form please print off the opt out forms at the bottom of the page and return to the surgery.

The practice is part of the local Your care connect project - to find out more about this please follow the link

Your Care Connected leaflet

The practice has both a Senior Information Risk Owner (Dr Ryan Prince) and a Caldicott Guardian (Mrs Phillippa Holroyd) both of whom can be contacted by calling the surgery or emailing: The Practice has also appointed an independant DPO. Please contact the practice manager for more information about this.

NHS Choices - information sharing 

Understanding patient data -


summary care opt out form

Your care connected opt out information -

Please click on the link for the practice privacy notice - Privacy Notice

This practice contributes to participate in medical research and may send letters to patients on behalf of a research company when they deem it can provide important information about disease trends and risk factors, outcomes of treatment or public health interventions, functional abilities, patterns of care, and health care costs and use.

For information on the NHS Opt out scheme please see the separate page - Your data matters to the NHS.

Mailing Service

 At certain times throughout the year the Practice may need to contact you for a variety of reasons.  For example to advise you when it is time for your flu vaccination or to give you important information.

 This can be very time consuming and therefore we are going to start using an external mailing company called CFH docmail who will carry out this function for us.

 The company is fully compliant with Data Protection laws and meets the rigorous requirements laid down by the Department of Health.  You can be assured that the only personal information passed on will be your name and address.  The information will not be stored permanently and will not be passed on to any third parties.

 Should you wish to investigate further the company details are:

 CFH Total Document Management

St PetersPark

Wells Road



Tel: 01761 416311

Fax: 01761 409700


Company Number 1716891

VAT No GB 720978223

 If you would like any further information or wish to opt out of this service please ask to speak to the Practice Manager.