Your Information, Data Protection & Opt-Out

Privacy Notice

How we keep your records confidential

Everyone working for the NHS has a legal duty to keep information about you confidential. We have a duty to;

Maintain full and accurate records of the care we provide to you

  • Keep records about you confidential and secure
  • Provide information in a format that is accessible to you (e.g. large type if you are partially sighted)

 We will not share information that identifies you for any reason unless:

  • You ask us to do so
  • We ask and you give us specific permission
  • We have to do this by law
  • We have special permission for health or research purposes, or
  • We have special permission because the interests of the public are thought to be of greater importance than your confidentiality—for example, if you had a serious medical condition that may put others you had come into contact with at risk

We hold your records in STRICT CONFIDENCE

Who are our partner organisations?

We may share information with the following main partner organisations:

  • Strategic Health Authorities (SHA’s)
  • NHS Trusts (Hospital’s, PCT’s)
  • Special Health Authorities
  • Ambulance Service

We may also share your information, with your consent and subject to strict sharing protocols on how it will be used, with:

  • Social Services
  • Education Services
  • Local Authorities
  • Voluntary Sector Providers
  • Private Sector

Anyone who receives information from us also has a legal duty to:


Why we collect information about you:

In the National Health Service, we aim to provide you with the highest quality of health care. To do this we must keep records about you, your health and the care we have provided or plan to provide to you.

These records may include:

  • Basic details about you such as an address, date of birth, next of kin
  • Contact we have had with you such as clinical visits
  • Notes and reports about your health
  • Details and records about your treatment and care
  • Results of x-rays, laboratory tests, etc.
  • Relevant information from people who care for you and know you well such as health professionals and relatives

It is good practice for people in the NHS who provide care to:

  • Discuss and agree with you what they are going to record about you
  • Give you a copy of letters they are writing about you, and
  • Show you what they have recorded about you, if you ask

How your records are used

The people who care for you use your records to:

  • Provide a good basis for all health decisions made in consultation with you and other health care professionals
  • Deliver appropriate health care
  • Make sure your health care is safe and effective, and
  • Work effectively with others providing you with health care

 Others may also need to use records about you to:

  • Check the quality of health care (such as clinical audit)
  • Protect the health of the general public
  • Keep track of NHS spending
  • Manage the health service
  • Help investigate any concerns or complaints you or your family have about your health care

Some information will be held centrally to be used for statistical purposes. In these instances we take strict measures to ensure that individual patients cannot be identified

We use anonymous information, wherever possible, but on occasions we may use personal identifiable information for essential NHS purposes such as research and auditing.

 However, this information will only be used with your consent, unless the law requires us to pass on the information.


The Data Protection Act 1998 & General Data Protection Regulations 2018 require organisations to notify the Information Commissioner of the purposes for which they process personal information.

You have the right

You have the right to confidentiality under the General Data Protection Regulations 2018 (GDPR), Data Protection Act 1998 (DPA), the Human Rights Act 1998 and the common law duty of confidence (the Disability Discrimination and the Race Relations Acts may also apply)

You also have the right to ask for a copy of all records about you 

  • Your request must be made in writing to the organisation holding your information
  • We are required to respond to you within a calendar month
  • You will need to give adequate information (for example full name, address, date of birth, NHS number etc.)
  • You will need to be specific about the time period you wish to access as we are unable to comply with excessive requests.
  • You will be required to provide ID before any information is released to you

If you think anything is inaccurate or incorrect, please inform the organisation holding your information. We have provided the form below to help you request an amendment to your records. 

Amendment Request Form

If you require this information in a different format or you need further information or assistance, please contact Ms Sally Oldbury, Practice Manager.

How we use your personal information


Primary Care Network Agreements

Because we are also part of a Primary Care Network (PCN) of practices that provide clinics for patients of any of our 8 practices at central hubs and satellite clinics the Privacy Notice for the PCN is also available below as well as our Data Sharing Agreement.

Tolson PCN is a partnership of 8 practices in the area. When we offer services through the PCN, the may be hosted at any one of these premises. We have a centralised computer system to manage appointments booked with PCN services.

This includes;

The Waterloo Practice

The Whitehouse Centre

The University Health Centre

The Almondbury Surgery

The Junction Surgery

Dalton Surgery

Greenhead Family Doctors

and us, Rose Medical Practice

Their website is HERE


What is a Primary Care Network?

From 1st July 2019, all patients in England are covered by a Primary Care Network (PCN). A PCN is made up of neighbouring GP Practices who have decided to work together to provide and improve healthcare services in the local area.  The video below details what a Primary Care Network (PCN) has been designed to achieve.  

The Tolson Care Partnership Primary Care Network (Tolson PCN) is based in Huddersfield, West Yorkshire, and we are made up of eight GP surgeries, with a combined patient list size of approximately 50,000. 


Privacy Notice - Tolson PCN

Tolson Network Data Sharing Agreement

National Data Opt-out

You can find out more about how patient information is used at:

With National Data Opt-out you can change your mind about your choice at any time.

Health and care organisations have until 2020 to put systems and processes in place so they can be compliant with the national data opt-out and apply your choice to any confidential patient information they use or share for purposes beyond your individual care. Our organisation is compliant with the national data opt-out policy.

Accessible resources:

British Sign Language video of the patient hand-out

Audio version of the patient hand-out

Braille version of the patient hand-out which can be ordered from NHS England Health Publications

An easy read booklet of the patient hand-out for patients with learning disabilities as well as a larger print version can be downloaded from the resources for patients NHS Digital web page

Where can I get more information?

Leaflets in other languages and formats are available from

For more information, including a list of frequently asked questions (FAQs), please go to the website at

A patient has to register their choice to opt out only once, and that registration applies to all healthcare settings and organisations, not just general practice. They can do this by using one of the following:

Online service – Patients registering need to know their NHS number or their postcode as registered at their GP practice

Telephone service 0300 303 5678 which is open Monday to Friday between 0900 and 1700

NHS App – for use by patients aged 13 and over (95% of surgeries are now connected to the NHS App). The app can be downloaded from the App Store or Google play

 “Print and post” registration form. Photocopies of proof of applicant’s name (e.g. passport, UK driving licence etc.) and address (e.g. utility bill, payslip etc.) need to be sent with the application. It can take up to 14 days to process the form once it arrives at NHS, PO Box 884, Leeds, LS1 9TZ