How We Use Your Information

Beaumont Elms Practice takes the privacy of all our patients very seriously.

We are registered with the Information Commissioner’s Office as a Data Controller under registration number Z5846727. If you have any queries or wish to make a request in relation to your information, please contact:

Data Protection Officer
Dr C Kenyon & Partners
19 Beaumont Street


How We Use Your Information

As a healthcare provider, we collect, store, use and share personal and confidential information about our patients, including special category health data, in accordance with UK Data Protection laws and other applicable legislation.

To change your choices about how we contact you by phone, text or email, please complete this form

To view our full privacy notice and policy, which includes comprehensive details of how we use, process and share your information, please download our privacy notice, or ask reception.


Coronavirus (COVID-19) pandemic and your information

The ICO recognises the unprecedented challenges the NHS and other health professionals are facing during the Coronavirus (COVID-19) pandemic.

The ICO also recognise that ‘Public bodies may require additional collection and sharing of personal data to protect against serious threats to public health.’ The Government have also taken action in respect of this and on 20th March 2020 the Secretary of State for Health and Social Care issued a Notice under Regulation 3(4) of The Health Service (Control of Patient Information) Regulations 2002 requiring organisations such as GP Practices to use your information to help GP Practices and other healthcare organisations to respond to and deal with the COVID-19 pandemic.

In order to look after your healthcare needs during this difficult time, we may urgently need to share your personal information, including medical records, with clinical and non-clinical staff who belong to organisations that are permitted to use your information and need to use it to help deal with the Covid-19 pandemic. This could (amongst other measures) consist of either treating you or a member of your family and enable us and other healthcare organisations to monitor the disease, assess risk and manage the spread of the disease.

Please be assured that we will only share information and health data that is necessary to meet yours and public healthcare needs.

The Secretary of State for Health and Social Care has also stated that these measures are temporary and will expire on 30th September 2020 unless a further extension is required. Any further extension will be will be provided in writing and we will communicate the same to you. Please also note that the data protection and electronic communication laws do not stop us from sending public health messages to you, either by phone, text or email as these messages are not direct marketing.

It may also be necessary, where the latest technology allows us to do so, to use your information and health data to facilitate digital consultations and diagnoses and we will always do this with your security in mind. If you are concerned about how your information is being used, please contact our DPO using the contact details provided in our Privacy Notice.


How We Share Your Information

Accessing your GP Health Record

Your GP record is held securely in a NHS-approved system called EMIS Web, which is managed by the GP Surgery. The information in your GP record is used by the authorised health professionals providing your care locally – this may include your GP, practice nurse or college nurse; the health professionals working in any NHS services provided to you by the Oxford GP Federation (OxFed), a NHS trust or other healthcare organisation; and the healthcare professionals providing your care in the local community, such as the District Nurse, Health Visitor or Midwife.

How We Share Your Information

Only authorised healthcare professionals with a legitimate reason to access your GP record may do so and they are legally required to protect your confidentiality.

You can access and review parts of your GP record by registering for our online services


When you need care in other places

If you require treatment in another NHS healthcare setting, such as an Emergency Department or Hospital, the professionals treating you can give you safer and more appropriate care if some of the information in your GP record is available to them. This information can be shared securely through two NHS systems:

  • The Summary Care Record – used by NHS services across England
  • The Oxfordshire Care Summary – used by NHS services in Oxfordshire only

In both cases, your information will only be accessed by authorised healthcare professionals who are directly involved in your care. Your permission will be asked before the information is accessed, unless the professional is unable to ask you and there is an important clinical reason to access it (e.g.  a medical emergency).


Your Summary Care Record choices

The NHS Summary Care Record is designed to improve the care you receive in emergencies. It is used by Accident & Emergency and other NHS services to check for important information about you if you visit them in an emergency or need care when your GP Surgery is closed.

When you register with a GP Surgery in England, a Summary Care Record containing basic information is created for you automatically, unless you object to this. The standard record includes your registration details (name, address, date of birth, NHS number, etc.), your prescribed medications and your recorded allergies or bad reactions to medications. If you wish, you can ask your GP to set up a more detailed record to include your medical diagnoses, referrals, vaccinations, care plans and other details. You can also add information to the Summary Care Record yourself through the NHS website.

If you are happy to have a standard Summary Care Record you do not need to do anything, as this is created for you automatically by the NHS.

If you would like to opt out of the Summary Care Record please click here


Your Oxfordshire Care Summary choices

The Oxfordshire Care Summary allows other NHS services in Oxfordshire to see selected information from your GP record if you use their services. This includes:

  • Your medical conditions and diagnoses
  • Recorded allergies and bad reactions to medicines
  • Test results, x-ray reports and health readings such as blood pressure
  • Your prescribed medications and vaccination history
  • Your appointments, hospital admissions, GP out-of-hours attendances and ambulance calls
  • Your care / management plans
  • Correspondence such as referral letters and discharge summaries

You will be asked for permission before your information is accessed by the healthcare professional, except in uncommon situations where you are unable to give your consent and there is an important clinical reason (e.g. in an emergency).

If you are happy to have an Oxfordshire Care Summary you do not need to do anything, as this will be created for you automatically.

If you would like to opt out of the Oxfordshire Care Summary please complete our Oxfordshire Care Summary Opt out form