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Privacy Policy

Introduction

Ashgrove Medical Practice Ltd ("we", "us", "our") is committed to protecting and respecting your privacy. This privacy notice explains how we collect, use, store, and share your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are registered with the Information Commissioner's Office (ICO) as a data controller. Our practice is also regulated by the Care Quality Commission (CQC) and operates within the NHS.

Data Controller

Ashgrove Medical Practice Ltd
Email: hello@ashgrovemedical.co.uk
Website: ashgrovemedical.co.uk

What Personal Data We Collect

We collect and process the following categories of personal data:

  • Identity data: name, date of birth, gender, NHS number
  • Contact data: address, email address, telephone numbers, emergency contacts
  • Health data: medical history, diagnoses, treatment records, test results, medication, allergies, immunisation records
  • Administrative data: appointment records, referral information, correspondence
  • Special category data: racial or ethnic origin, religious beliefs (where relevant to care), sexual orientation (where relevant to care)

Legal Basis for Processing

We process your personal data under the following legal bases:

  • Article 6(1)(e) UK GDPR: Processing is necessary for the performance of a task carried out in the public interest (provision of healthcare)
  • Article 9(2)(h) UK GDPR: Processing is necessary for the purposes of preventive or occupational medicine, medical diagnosis, provision of health or social care
  • Health and Social Care Act 2012: Direct care purposes
  • Consent: For non-essential processing such as research participation or marketing communications

How We Use Your Data

Your personal data is used for:

  • Providing you with direct medical care and treatment
  • Managing your NHS registration and medical records
  • Making referrals to hospitals and specialist services
  • Processing prescriptions via the Electronic Prescription Service
  • Communicating with you about appointments, test results, and care
  • Safeguarding vulnerable adults and children
  • Clinical audit and quality improvement
  • Fulfilling our legal and regulatory obligations

Who We Share Your Data With

We may share your personal data with:

  • NHS England, Integrated Care Boards, and commissioning bodies
  • Hospitals, specialist clinics, and community health services (for referrals and continuity of care)
  • Pharmacies (via the Electronic Prescription Service)
  • Out-of-hours and urgent care providers (NHS 111, A&E)
  • Local authority social services (safeguarding)
  • Public Health England (notifiable diseases, screening programmes)
  • The Care Quality Commission (regulatory compliance)
  • Clinical system providers (EMIS/SystmOne) as data processors

We will never sell your personal data or share it for marketing purposes without your explicit consent.

Data Retention

Medical records are retained in accordance with the NHS Records Management Code of Practice 2021:

  • GP patient records: 10 years after death, or after last attendance if patient not known to be deceased
  • Children's records: Until the patient's 25th birthday, or 10 years after death
  • Mental health records: 20 years after last contact, or 10 years after death

Your Rights

Under the UK GDPR, you have the right to:

  • Access: Request a copy of your personal data (Subject Access Request)
  • Rectification: Request correction of inaccurate data
  • Erasure: Request deletion (subject to legal retention requirements)
  • Restriction: Request limitation of processing
  • Portability: Request transfer of your data
  • Objection: Object to processing based on legitimate interests

To exercise any of these rights, please contact our practice manager at hello@ashgrovemedical.co.uk.

Complaints

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk

Changes to This Policy

We may update this privacy notice from time to time. Any changes will be published on this page with an updated revision date.

Last updated: February 2026