Hartland Surgery – Privacy Policy

Our Practice keeps medical records confidential and complies with the General Data Protection Regulation.

We hold your medical record so that we can provide you with safe care and treatment.

We will also use your information so that we can check and review the quality of the care we provide.  This helps us to improve our services to you.

  • We will share relevant information from your medical record with other health or social care staff or organisations when they provide you with care. For example, your GP will share information when they refer you to a specialist in a hospital, or when you are poorly and call upon the Out of Hours service when we are closed.
  • More information on how we share your information with organisations who are directly involved in your care can be found here:

  • Healthcare staff working in A&E and out of hours care will also have access to your information. For example, it is important that staff who are treating you in an emergency know if you have any allergic reactions.  This will involve the use of your Summary Care Record. For more information see: or alternatively speak to our practice.
  • You have the right to object to information being shared for your own care. Please ask reception for more details.
  • You also have the right to have any mistakes or errors corrected.
  • You have the right to object to your information being shared under the national data opt-out model. The national data opt-out model provides an easy way for you to opt-out of sharing information that identifies you being used or shared for medical research purposes and quality checking or audit purposes.

To opt-out of your identifiable information being shared for medical research or to find out more about your opt-out choices please ask a member of staff or go to NHS Digital’s website:
Other important information about how your information is used to provide you with healthcare
Registering for NHS care

  • All patients who receive NHS care are registered on a national database.
  • This database holds your name, address, date of birth and NHS Number but it does not hold information about the care you receive.
  • The database is held by NHS Digital, a national organisation which has legal responsibilities to collect NHS data.
  • More information can be found at: the phone number for general enquires at NHS Digital is 0300 303 5678
Identifying patients who might be at risk of certain diseases
  • Your medical records will be searched by a computer programme so that we can identify patients who might be at high risk from certain diseases such as heart disease or unplanned admissions to hospital.
  • This means we can offer patients additional care or support as early as possible.
  • This process will involve linking information from your GP record with information from other health or social care services you have used.
  • Information which identifies you will only be seen by this practice
  • More information can be found at or speak to a member of the Practice team.

We are required by law to provide you with the following information about how we handle your information.

Data Controller contact details:

Hartland Surgery, 66 The Square, Hartland, Bideford, Devon EX39 6BL

Data Protection Officer contact details

Bex Lovewell

Data Protection Officer
Sentinel Healthcare South West Community
c/o Express Diagnostics & Treatment Services
6 Research Way

  • Sometimes we need to share information so that other people, including healthcare staff, children or others with safeguarding needs, are protected from risk of harm.
  • These circumstances are rare.
  • We do not need your consent or agreement to do this.
  • Please see our local policies for more information:         To give direct health or social care to individual patients.
  • For example, when a patient agrees to a referral for direct care, such as to a hospital, relevant information about the patient will be shared with the other healthcare staff to enable them to give appropriate advice, investigations, treatments and/or care.
  • To check and review the quality of care. (This is called audit and clinical governance).
Lawful basis for processing

These purposes are supported under the following sections of the GDPR:
Article 6(1)(e) ‘…necessary for the performance of a task carried out in the public interest or in the exercise of official authority…’; and
Article 9(2)(h) ‘necessary for the purposes of preventative or occupational medicine for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services…” 
Healthcare staff will also respect and comply with their obligations under the common law duty of confidence.

Recipient or categories of recipients of the processed data

The data will be shared with:

  • healthcare professionals and staff in this surgery;
  • local hospitals
  • out of hours services
  • diagnostic and treatment centres
  • other organisations involved in the provision of direct care to individual patients
  • ECLIPSE data processor
Rights to object
  • You have the right to object to information being shared between those who are providing you with direct care.
  • This may affect the care you receive – please speak to the practice.
  • You have the right to object to your information being shared under the national data opt-out model
  • please see details listed on Page 1 of this document.
  • You are not able to object to your name, address and other demographic information being sent to NHS Digital.
  • This is necessary if you wish to be registered to receive NHS care.
  • You are not able to object when information is legitimately shared for safeguarding reasons.
  • In appropriate circumstances it is a legal and professional requirement to share information for safeguarding reasons. This is to protect people from harm.
  • The information will be shared with the local safeguarding service
Right to access and correct
  • You have the right to access your medical record and have any errors or mistakes corrected. Please speak to a member of staff or look at our Subject Access Request policy on our Practice website.
  • We are not aware of any circumstances in which you will have the right to delete correct information from your medical record; although you are free to obtain your own legal advice if you believe there is no lawful purpose for which we hold the information and contact us if you hold a different view.
Retention period
Right to complain
  • You have the right to complain to the Information Commissioner’s Office. If you wish to complain follow this link or call the helpline 0303 123 1113
Data we get from other organisations
  • We receive information about your health from other organisations who are involved in providing you with health and social care. For example, if you go to hospital for treatment or an operation the hospital will send us a letter to let us know what happens. This means your GP medical record is kept up-to date when you receive care from other parts of the health service.

Practice Half Day Closure Dates 2019

All practices in North Devon close at 1pm 4 times a year for afternoon training and teaching sessions. This years dates are as follows:

  • 30 January 2019
  • 4 April 2019
  • 3 July 2019
  • 10 October 2019

There will be no staff on site these afternoons, but there is medical advice available by calling 111. We are sorry for any disruption these teaching afternoons cause.

Christmas Opening Times 2018

Monday 24 December 8am to 6:30pm
Tuesday 25 DecemberClosed
Wednesday 26 DecemberClosed
Thursday 27 December8am to 8pm
Friday 28 December8am to 8pm
Saturday 29 December9am to 12.30pm
Sunday 30 December9am to 12noon
Monday 31 December8am to 6:30pm
Tuesday 1 JanuaryClosed
Wednesday 2 January8am to 6:30pm

CQC inspection report

We have just received our updated CQC inspection report from their visit on 29 September 2018, you can click here to read the report. It is obviously a big challenge for a small practice to meet our inspection requirements and we are therefore delighted to continue to be rated as a GOOD practice. We are trying to adapt and improve and hopefully continue to deliver a great service to the Hartland area.

Flu Clinics Are Now Open

Its Flu season again.  Flu is an acute viral respiratory infection and spreads easily from person to person, at home, at school, at work, etc.  Vaccination is the most effective way to prevent influenza.  Although anyone can get flu, certain people are at greater risk from the implications of flu.
This year flu vaccinations will be offered to the following groups:-

  • Over 65’s
  • All those from 6 months to less than 65 years of age with a serious medical condition
  • Pregnant women
  • Children age 2 and 3
  • Children age 4 provided they were 3 on August 31st 2018
  • If you are the main carer of an older or disabled person whose welfare may be at risk if you fall ill

The remaining flu clinics have now been scheduled and will be held at the Surgery on:-

  • Friday 19th October
  • Monday 22nd October
  • Friday 2nd November
  • Friday 16th November

Please either call in to the surgery or telephone us to make an appointment.

GDPR and Privacy Policy

General Data Protection Regulations 2018

We have always taken the creation, use and protection of your data very seriously at Hartland Surgery. The introduction of  new laws from 25th May 2018 are designed to strengthen that care for your personal healthcare data even further. Please read our Privacy Policy and visit the News section of our website for further information. If you have any questions then please contact any member of our Practice team – we are always very happy to help you.

Sharing Your Record With Other Health Care Providers

We are asking patients if they would like to consent to their GP records being accessible to other important health care providers e.g. A&E, Devon Doctors, the Ambulance Service and other GP surgeries who might be involved in their care.
If you would prefer NOT to share your record, please inform a member of staff.  For further information please click on the link below:–/local-shared-care-record-/101513