Skip to content
left end
left end
right end

Your information

Information we hold about you

We keep electronic and paper records about your health to help ensure that we can give you the best possible care. The records we hold may include:

  • Your name, address, date of birth and NHS number
  • Contact that the Trust has had with you such as appointments and clinic visits
  • Reports and notes about your health, treatment and care
  • Relevant information about those who care for you and know you well such as next of kin and other health professionals

Using your records to help your care

We use your health records to help plan and guide your care. They also help to ensure:

  • All health professionals working with you have accurate and up-to-date information
  • Full information is available if you see another doctor or if you are referred to a specialist in another part n the NHS
  • We can investigate your concerns, questions or complaints of you have a legal claim or other incident

How your records help us

Your information may be used to help:

  • Give you the best possible care and treatment
  • Monitor the quality of care that we provide and our Trust performance
  • Develop our services
  • To teach and train our staff
  • Look after the health of the general public
  • Guide health research and development

Other ways in which your information may be used

Helping staff to review the care they provide

  • We try continually to raise the standard of care we provide. To do this we need to review the clinical work we do, this is done using a process known as Clinical Audit
  • Your notes may provide a valuable assistance in helping us to review our care procedures


  • The information you give us is vital in helping us to educate the health workers of the future. However, you always have the right to choose whether not to have students present during your consultation


  • Any research involving patients has to be approved by our Research Ethics Committee. If any research involves you personally, you will always be contacted to see if you are willing to take part. You would not be identified personally in any published results, unless you agreed to this

Do we share information we hold on you ?

Your records are held in strict confidence and every member of staff within the NHS has a legal duty to keep your information confidential and secure, ensuring that confidential data about you is used only in the course of their duties.

We will only ever share information about you if others involved in your care have a genuine need for it.

However, you may be receiving care from people who do not work for the NHS (for example Social Services). There could be occasions when we need to discuss your care with them in order to work together for your benefit. When this happens, anyone receiving information from us about you is also under the same legal obligation to keep these details confidential.

Your information will not be passed on to anyone else without your permission except in exceptional circumstances. For example, if the health and safety of others is at risk or if by law we have to pass it on.

How you can help us

It is vital that we hold accurate, up-to-date and complete information about you so that we give appropriate care to the correct patients.

If your details change, please make sure that you inform us. If you notice that we have got any inaccurate information about you please correct us.

Emailing your information

We understand that you may prefer to be contacted via email. We are happy to communicate with you with whatever method you prefer. Please be aware that we cannot guarantee the security of information on an email once it has left our server.

Accessing your information

You have the right to access all the information that we hold on you. You can receive copies of your records or you can meet with your consultant to go through them. We will complete all requests for records within 40 days. A payment is needed in order to access your records but it will be no more than £50.

Please see this link for more information:


The Freedom of Information Act 2000 does not change your right to confidentiality therefore your personal data is still protected under the Data Protection Act 1998 and will not be shared with anyone who is not entitled to it.


If you have any questions about the information in this leaflet then please speak to the following:

  • The person in charge of your care
  • The PALs Office  - 0117 34 23604