Data Sharing/Privacy

Telephone Call Recording

Telephone calls to and from patients to healthcare organisations may be recorded for legitimate reasons, for example, for medico-legal purposes, staff training, and audit, provided all reasonable steps are taken to inform callers that their call will be recorded.  Ramsbury and Wanborough Surgery’s telephone system records all calls in and out of the Practice for training and monitoring purposes.  The recordings cannot be accessed by any unauthorised personnel and requests to access the call recordings have to go through the Management Team for case by case authorisation.  Recordings of calls made and received by Ramsbury and Wanborough Surgery may also be used to support the learning and development of our staff and to improve the service we provide to our patients.  They may also be used when reviewing incidents, compliments or complaints.  Call recordings will be managed in the same way as all other personal information processed by us and in line with all current legislation.

SystmOne Record Sharing

The practice uses a clinical computer system called SystmOne to store your medical information. This system is also used by other GP practices, Child Health Services, Community Services, Hospitals, Out of Hours, Palliative Care Services, and other NHS bodies. This means that your information can be shared with other Clinicians so that everyone caring for you is fully informed about your medical history, including medication and allergies. You can control how your medical information is shared with other organisations that use this system. To enable you to receive the best possible treatment across the NHS, it would be great if we could share your records with the aforementioned organisations.

Sharing Out - This controls whether your information stored in the Practice can be shared out with other NHS Services.

Sharing In - This controls whether information made shareable at other NHS care services can be viewed by us, your GP practice.

Benefits of Data Sharing

Sharing information can help improve understanding, responses to different treatments and potential solutions. Information will also help to:

  • Provide better information to Out of Hours and emergency services.
  • Prevent prescribing of medication to which you may already have an allergy.
  • Make more informed prescribing decisions about drugs and dosages, and avoid unnecessary duplication in prescribing.
  • Increase Clinician confidence when providing care.
  • Allow results of investigations, such as X-rays and laboratory tests to be shared.
  • Reduce referrals, ambulance journey admissions, tests, time wastage, and visits to healthcare premises.
  • Enable other Clinicians to find out basic details about you, such as address and next of kin.

Do I have a choice?

Yes. You have the right to prevent confidential information about you from being shared or used for any other purpose than providing your care, except in special circumstances. If you do not want information that can identify you to be shared outside this practice, please complete the relevant forms held at our Reception desk. This will prevent your confidential information being used other than where necessary by law.
PLEASE NOTE : In order to be seen in an appointment in our "Improved Access" evening appointments at Lambourn, Old School House, Burbage or KAMP, we will have to share your medical record with the Surgery that is seeing you for your appointment.  Without your medical record, they may decline to see you as it could put your health at risk.

Do I need to do anything?

Note your decisions on the aforementioned form, and return it to us. You can change your mind at any time, you just need to let us know.

Fair Processing Notification for Patients

The practice may supply personal health data to comply with its legal obligation from time to time, as directed by the Secretary of State for Health, or other recognised Statutory Authority.

National Screening Programmes

The NHS provides national screening programmes so that certain diseases can be detected at an early stage.

These screening programmes include bowel cancer, breast cancer, cervical cancer, aortic aneurysms and diabetic eye screening service.

The law allows us to share your contact information with Public Health England so that you can be invited to the relevant screening programme.

For more information, please visit

Additional Information is available:

HSCIC information page about collections:

National Data Opt Out Programme

The national data opt-out is a new service that allows people to opt out of their confidential patient information being used for research and planning.  Patients can ring 0300 303 5678 to opt out of sharing their confidential patient information for research and planning purposes.  PLEASE NOTE: this is not the same as sharing your medical record with other medical practitioners involved in your active health and social care.

Privacy Statement

We are committed to protecting your privacy. You can access our website without giving us any information about yourself. But sometimes we do need information to provide services that you request, and this statement of privacy explains data collection and use in those situations.

In general, you can visit our web site without telling us who you are and without revealing any information about yourself. However there may be occasions when you choose to give us personal information, for example, when you choose to contact us or request information from us. We will ask you when we need information that personally identifies you or allows us to contact you.

We collect the personal data that you may volunteer while using our services. We do not collect information about our visitors from other sources, such as public records or bodies, or private organisations. We do not collect or use personal data for any purpose other than that indicated below:

  • To send you confirmation of requests that you have made to us
  • To send you information when you request it.

We intend to protect the quality and integrity of your personally identifiable information and we have implemented appropriate technical and organisational measures to do so. We ensure that your personal data will not be disclosed to State institutions and authorities except if required by law or other regulation.

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should be aware that we don’t have any control over the other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting these sites.

Privacy Notice

Understanding Patient Data

To contact our Data Protection Officer, please send an email and your concerns, to

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