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Data Protection Act - Patient Information

We need to hold personal information about you on our Computer system and in paper records to help us to look after your health needs.

Please help to keep your record up to date by informing us of any changes to your circumstances.

Doctors and staff in the practice have access to your medical records to enable them to do their jobs. Your doctor is responsible for their accuracy and safe-keeping. 

From time to time, it may be necessary to share information with others involved in your care. Anyone with access to your record is properly trained in confidentiality issues and is governed by both a legal and contractual duty to keep your details private.

All information about you is held securely and appropriate safeguards are in place to prevent accidental loss.

In some circumstances we may be required by law to release your details to statutory or other official bodies, for example if a court order is presented, or in the case of public health issues. In other circumstances you may be required to give written consent before information is released – such as for medical reports for insurance, solicitors etc.

To ensure your privacy, we will not disclose information over the telephone or fax unless we are sure that we are talking to you.

Information will not be disclosed to family, friends, or spouses unless we have prior written consent, and we do not leave messages with others.

You have a right to see your records if you wish. Please ask at reception if you would like further details and our patient information leaflet. An appointment will be required. In some circumstances a fee may be payable.

Your right of access

You have the right to find out if Leicester Terrace Health Care Centre is using or storing your personal data. This is called the right of access. You exercise this right by asking for a copy of the data, which is commonly known as making a ‘subject access request’.

How to access your data

You can make a subject access request to find out what data is held and how it is used. You may make a subject access request before exercising your other information rights.

You can make a subject access request verbally or in writing. If you make your request verbally, we recommend you follow it up in writing to provide a clear trail of correspondence. It will also provide clear evidence of your actions.

To exercise your right of access, follow these steps:

Step 1

  • Think about what specific personal data you want to access.
  • Step 2
  • Make your request directly to Leicester Terrace Health Care Centre.
  • State clearly what you want.When making a subject access request, include the following information:
  • You might not want all the personal data that Leicester Terrace Health Care Centre holds about you. The surgery can respond more quickly if you explain this and identify the specific data you want.
  • Your name, contact details, date of birth. Include your NHS number if you know it.
  • Any details or relevant dates that will help us identify what you want.
  • Step 3
  • Keep a copy of your request.
  • Keep any proof of postage or delivery.You can ask us for access more than once. However, we may refuse access if your request is, as the law says, ‘manifestly unfounded or excessive’.
  • If you are thinking of resubmitting a request, you should think about whether:
  • When to re-submit a request
  • it is likely that your data has changed since your last request
  • enough time has passed for it to be reasonable to request an update on how your data is being used.We may refuse your subject access request if your data includes information about another individual, except where:
  • When can we say no?
  • the other individual has agreed to the disclosure, or
  • it is reasonable to provide you with this information without the other individual’s consent.We can also refuse your request if it is ‘manifestly unfounded or excessive’.We has one month to respond to your request. In certain circumstances we may need extra time to consider your request and can take up to an extra two months. If we are going to do this, we will let you know within one month that we needs more time and why. A copy of your personal data will be provided free. We may charge for additional copies. We can only charge a fee if we think the request is ‘manifestly unfounded or excessive’. If so, we may ask for a reasonable fee for administrative costs associated with the request.
  • What to do if we don’t not respond or you are dissatisfied with the outcome
  • Can we charge a fee for this?
  • How long should it take?
  • In deciding this, we will have to balance your right to access your data against the other individual’s rights regarding their own information.
  • If you are unhappy with how we have handled your request, you should first make a complaint to us.
  • Having done so, if you remain dissatisfied you can make a complaint to the Information Commissioners Office at
  • You can also seek to enforce your rights through the courts. If you decide to do this, we strongly advise that you seek independent legal advice first.

Accessible Information Standards

The Accessible Information Standard tells organisation how they should make sure that disabled patients receive information in formats that they can understand and receive appropriate support to help them to communicate.  All organisations that provide NHS or adult social care must follow the Accessible Information Standard by law.  These standards include making sure that people get information in different formats if they need it, such as: large print, braille, easy read, email etc.

Further information can be found on NHS England's website at

Please let the surgery know if you require any communication or information support needs. 

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