Our contact details 

Name: The Grosvenor Practice LLP

Address: New Hall, Hospital, Bodenham, Wiltshire, SP5 4EW

Phone Number: 01722 703899

E-mail: reception@thegrosvenorpractice.co.uk

At The Grosvenor Practice, we respect and value your privacy, and are committed to protecting your personal data. 

This document provides information relating to how The Grosvenor Practice handles your personal information. The information that we hold is confidential and often sensitive in nature. Any personal information we hold about you is stored and processed under our data protection policy, in line with The Data Protection Act 1998 (in force on the date this statement became operational) and the General Data Protection Regulation (Regulation (EU) 2016/679) adopted on 27th April 2016 and enforceable from 25th May 2018.

This document also provides extra details to accompany specific statements about privacy that you may see when you use our website (such as cookies).

Drs Davina Woodward, Rupert Pemsel and Felicity Groom are the data controllers for The Grosvenor Practice. Additional staff working at The Grosvenor Practice are data controllers for the patients they work with directly.

The type of personal information we collect 

We currently collect and process the following information:

• Name
• Postal address
• Email address
• Telephone number
• Date of birth
• Occupation
• GP details
• Health insurance details (where applicable)
• NHS number
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.

We may also ask for additional information, such past medical history, family medical history, medications and allergies – this is classed as sensitive information and is necessary to enable us to offer the service you have sought from us.

We collect information about you in the form of a questionnaire after booking on our website, or after receiving a confirmation text of your appointment.  If you contact us by telephone or direct email, a record will be kept of that correspondence or conversation.

If our services are commissioned for you by third parties (your GP, local authorities, clinical commissioning groups, etc.) they will provide us with a variety of information, including your name, postal address, telephone number, email address and medical/educational history.

How we use the personal information and why we have it

Most of the personal information we process is provided to us directly by you is so that we can:

• Communicate with you so that we can inform you or remind you about your appointments with us (including by email, in writing or by text message)
• Deliver the correct service to you.
• Conduct a thorough and appropriate assessment
• Invoice you/your insurance company for the services we provide (the electronic accounts package that we use keeps financial data/invoices indefinitely.
• Communicate (when necessary and agreed with you) with relevant third parties to support your treatment and manage risk

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances: 

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.

Your information is shared with the appropriate staff members working at the clinic and they understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this. We may also share your information with your NHS GP or external medical professionals that we are making a referral to. We will ask for your consent to do this.

There may be instances when we need to share information such as, when there is a legal obligation for us to do so or when the information concerns risk of harm to you the patient, or risk of harm to a child or another adult. We will discuss such a proposed disclosure with you unless we believe that to do so could increase the level of risk to you or someone else.

How we store your personal information 

Your information is securely stored. 

• Paper-based patient records and notes are kept to a minimum and stored in a locked filing cabinet.
• Patient information is stored in our clinical software systems, Semble and Maxims. This is a secure password-protected database, which is compliant with General Data Protection Regulations.
• Access to your personal information is restricted on a ‘need-to-know’ basis only i.e. for those concerned directly with your care and with your account.
• Sensitive personal information will only be sent to patients by email if they have given prior consent for us to do so. Any computers or mobile devices containing personal information are password protected or protected with a passcode/thumbprint scanner.
• Data is backed up regularly.

If you contact us via our website booking system, or directly by phone or email, we will keep the information in an online filing system which is compliant with General Data Protection Regulations.

Information is retained in line with Department of Health recommendations. We do not knowingly collect data relating to children.

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 

To determine the appropriate period for retaining personal data, we consider the type, amount and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information. 

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. 

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at reception@thegrosvenorpractice.co.uk if you wish to make a request.

What happens in the event of a data breach?

To prevent unauthorised disclosure or access to your information, we have implemented strong physical and electronic security safeguards. In the unlikely event of a data protection breach the Partners at The Grosvenor Practice will notify the Information Commissioner’s Office (ICO) so that their procedures can be followed. Breaches which carry any risk to data subjects must be reported to the ICO within 72 hours, together with a summary of the nature of the breach, the steps taken to reduce the risk to data subjects and measures to prevent the breach from happening again. We will also notify all individuals whose data may have been accessed to alert them to the breach and any potential risks.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint. Please see our complaints policy and/or email us at complaints@thegrosvenorpractice.co.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk