COVID-19 Privacy Notice

COVID-19 Privacy Notice

(This Privacy Notice is to run alongside our standard Practice Privacy Notice)

Due to the unprecedented challenges that the NHS and we, Umbrella Medical [Lichfield St Surgery, Holland Park Surgery, Mossley Fields Surgery, Sycamore House Medical Centre and The Limes Medical Centre] (the Practice) face due to the worldwide COVID-19 pandemic, there is a greater need for public bodies to require additional collection and sharing of personal data to protect against serious threats to public health.

In order to look after your healthcare needs in the most efficient way we, Umbrella Medical [Lichfield St Surgery, Holland Park Surgery, Mossley Fields Surgery, Sycamore House Medical Centre and The Limes Medical Centre] (the Practice) may therefore need to share your personal information, including medical records, with staff from other GP Practices including Practices within our Primary Care Network, as well as other health organisations (i.e. Clinical Commissioning Groups, Commissioning Support Units, Local authorities etc.) and bodies engaged in disease surveillance for the purposes of research, protecting public health, providing healthcare services to the public and monitoring and managing the Covid-19 outbreak and incidents of exposure.

The Secretary of State has served notice under Regulation 3(4) of the Health Service (Control of Patient Information) Regulations 2002 (COPI) to require organisations to process confidential patient information in the manner set out below for purposes set out in Regulation 3(1) of COPI.

Purpose of this Notice

The purpose of this Notice is to require organisations such as Umbrella Medical [Lichfield St Surgery, Holland Park Surgery, Mossley Fields Surgery, Sycamore House Medical Centre and The Limes Medical Centre] (the Practice) to process confidential patient information for the purposes set out in Regulation 3(1) of COPI to support the Secretary of State’s response to Covid-19 (Covid-19 Purpose). “Processing” for these purposes is defined in Regulation 3(2) and includes dissemination of confidential patient information to persons and organisations permitted to process confidential patient information under Regulation 3(3) of COPI. This Notice is necessary to require organisations such as Umbrella Medical [Lichfield St Surgery, Holland Park Surgery, Mossley Fields Surgery, Sycamore House Medical Centre and The Limes Medical Centre] (the Practice) to lawfully and efficiently process confidential patient information as set out in Regulation 3(2) of COPI for purposes defined in regulation 3(1), for the purposes of research, protecting public health, providing healthcare services to the public and monitoring and managing the Covid-19 outbreak and incidents of exposure.

Requirement to Process Confidential Patient Information

The Secretary of State has served notice to recipients under Regulation 3(4) that requires Umbrella Medical [Lichfield St Surgery, Holland Park Surgery, Mossley Fields Surgery, Sycamore House Medical Centre and The Limes Medical Centre] (the Practice) to process confidential patient information, including disseminating to a person or organisation permitted to process confidential patient information under Regulation 3(3) of COPI.

Umbrella Medical [Lichfield St Surgery, Holland Park Surgery, Mossley Fields Surgery, Sycamore House Medical Centre and The Limes Medical Centre] (the Practice) is only required to process such confidential patient information:

  • where the confidential patient information to be processed is required for a Covid-19 Purpose and will be processed solely for that Covid-19 Purpose in accordance with Regulation 7 of COPI
  • from 20th March 2020 until 30th September 2020.

Covid-19 Purpose.

A Covid-19 Purpose includes but is not limited to the following:

  • understanding Covid-19 and risks to public health, trends in Covid-19 and such risks, and controlling and preventing the spread of Covid-19 and such risks
  • identifying and understanding information about patients or potential patients with or at risk of Covid-19, information about incidents of patient exposure to Covid-19 and the management of patients with or at risk of Covid-19 including: locating, contacting, screening, flagging and monitoring such patients and collecting information about and providing services in relation to testing, diagnosis, self-isolation, fitness to work, treatment, medical and social interventions and recovery from Covid-19
  • understanding information about patient access to health services and adult social care services and the need for wider care of patients and vulnerable groups as a direct or indirect result of Covid-19 and the availability and capacity of those services or that care
  • monitoring and managing the response to Covid-19 by health and social care bodies and the Government including providing information to the public about Covid-19 and its effectiveness and information about capacity, medicines, equipment, supplies, services and the workforce within the health services and adult social care services
  • delivering services to patients, clinicians, the health services and adult social care services workforce and the public about and in connection with Covid-19, including the provision of information, fit notes and the provision of health care and adult social care services
  • research and planning in relation to Covid-19.

Recording of processing

A record will be kept by Umbrella Medical [Lichfield St Surgery, Holland Park Surgery, Mossley Fields Surgery, Sycamore House Medical Centre and The Limes Medical Centre] (the Practice) of all data processed under this Notice.

Sending Public Health Messages

Data protection and electronic communication laws will not stop Umbrella Medical [Lichfield St Surgery, Holland Park Surgery, Mossley Fields Surgery, Sycamore House Medical Centre and The Limes Medical Centre] (the Practice) from sending public health messages to you, either by phone, text or email as these messages are not direct marketing.

Digital Consultations

It may also be necessary, where the latest technology allows Umbrella Medical [Lichfield St Surgery, Holland Park Surgery, Mossley Fields Surgery, Sycamore House Medical Centre and The Limes Medical Centre] (the Practice) to do so, to use your information and health data to facilitate digital consultations and diagnoses and we will always do this with your security in mind.

Visitors to The Practice

We have an obligation to protect our staff and employees’ health, so it is reasonable for staff at Umbrella Medical [Lichfield St Surgery, Holland Park Surgery, Mossley Fields Surgery, Sycamore House Medical Centre and The Limes Medical Centre] (the Practice) to ask any visitors to our practice to tell us if they have visited a particular country, or are experiencing COVID-19 symptoms. This must only be in pre-approved circumstances and we would also ask all patients to consider government advice on the NHS 111 website and not attend the practice.

Where it is necessary for us to collect information and specific health data about visitors to our practice, we will not collect more information than we need, and we will ensure that any information collected is treated with the appropriate safeguards.

Review and Expiry of this Notice

This Notice will be reviewed on or before 30 September 2020 and may be extended by The Secretary of State.  If no further notice is sent to Umbrella Medical [Lichfield St Surgery, Holland Park Surgery, Mossley Fields Surgery, Sycamore House Medical Centre and The Limes Medical Centre] (the Practice) by The Secretary of State this Notice will expire on 30 September 2020.

Important Information

The health and medical information contained within this website is intended solely for the patients of this practice and should never be used as a substitute for seeking advice from your GP.

1. Accuracy

Whilst we have made every attempt to ensure the accuracy and validity of all information provided on this website, the practice does not accept responsibility for events arising from the use of the information provided. Advice offered to patients, while being as accurate and complete as possible, should not be used as a substitute for a consultation with the patient’s own doctor.

2. Links

All links from this website are provided for information and convenience only. We cannot accept responsibility for sites linked to, or for the information found there. A link does not imply an endorsement of a site; likewise, not linking to a particular site does not imply lack of endorsement. This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit

3. Website Availability

We cannot guarantee uninterrupted access to this website, or the sites to which it links. We accept no responsibility for any damages arising from the loss of use of this information.

4. Medical Information on the Internet

If you use the Internet for medical information then please be aware of the following points:

  • Review more than one site and attempt to obtain a balanced view
  • Check for the authors’ names and qualifications – anonymous information is less likely to be sourced accurately
  • Uses sites that are regularly updated
  • Be aware that advertising might influence the site contents – check for commercial sponsorship
  • Avoid online consultations and diagnoses
  • Information sourced from outside the UK might describe treatments not available here

5. Data Collection

We collect information from users who communicate with us via the website, aggregate information on which pages users access or visit, and information volunteered by the viewer (such as survey information and/or site registrations). The information we collect is used to improve the content of our product and the quality of our service.

As a data controller, the Company is required to notify the Information Commissioner’s Office that it is processing personal data. The Company is registered in the register of data controllers. Data controllers must renew their notification with the Information Commissioner’s Office on an annual basis. Failure to notify constitutes a criminal offence. Any changes to the register must be notified to the Information Commissioner’s Office within 28 days of taking place. The Designated Officer shall be responsible for notifying and updating the Information Commissioner’s Office.

6. Cookies

You can be assured that the surgery does not use cookies to track your activity online.

6.1 The surgery does not set first party cookies on this website containing any personal data unless specifically instructed to do so by the user. For example, if a user requests to be remembered on a form then a cookie is set to retain the form data for next time.

6.2 The Web Site uses third-party Cookies to collect anonymous traffic data about your use of this website. This information is stored by Google and subject to their privacy policy, which can be viewed here: http://www.google.com/privacy.html. Google Analytics collects information such as pages you visit on this site, the browser and operating system you use and time spent viewing pages. The purpose of this information is to help us improve the site for future visitors.These cookies are not used to track you or your activity but if you do not wish these cookies to be stored on your computer, disable cookies in your browser settings.

6.3 You may delete Cookies at any time. See the help in your internet browser to find out how to delete your cookies.

Cookies Used

The following cookies are set by Google Analytics:

__utma Cookie
A persistent cookie – remains on a computer, unless it expires or the cookie cache is cleared. It tracks visitors. Metrics associated with the Google __utma cookie include: first visit (unique visit), last visit (returning visit).

__utmb Cookie & __utmc Cookies
These cookies work in tandem to calculate visit length. Google __utmb cookie demarks the exact arrival time, then Google __utmc registers the precise exit time of the user.

Because __utmb counts entrance visits, it is a session cookie, and expires at the end of the session, e.g. when the user leaves the page. A timestamp of 30 minutes must pass before Google cookie __utmc expires. Given__utmc cannot tell if a browser or website session ends. Therefore, if no new page view is recorded in 30 minutes the cookie is expired. This is a standard ‘grace period’ in web analytics. Ominture and WebTrends among many others follow the same procedure.

__utmz Cookie
Cookie __utmz monitors the HTTP Referrer and notes where a visitor arrived from, with the referrer siloed into type (Search engine (organic or cpc), direct, social and unaccounted). From the HTTP Referrer the __utmz Cookie also registers, what keyword generated the visit plus geolocation data. This cookie lasts six months.

__utmv Cookie
Google __utmv Cookie lasts “forever”. It is a persistant cookie. It is used for segmentation, data experimentation and the __utmv works hand in hand with the __utmz cookie to improve cookie targeting capabilities.

The following cookies are set by the surgery:

cookieAccepted

Cookie lasts “forever”. Indicates that user has acknolwledged the ‘cookie information’ banner and so prevent the banner being shown again.

other cookies

Other cookies are used when editing or when logged on to the staff section to enable the editor to function correctly and to assist with retaining state.

7. Data Storage

The surgery uses third party vendors and hosting partners to provide the necessary hardware, software, networking, storage, and related technology required to run the website services.

8. Disclosure

The Surgery may disclose personally identifiable information under special circumstances, such as to comply with the law or when your actions violate the Terms of Service.

9. Changes to this Policy

The surgery reserves the right to change this Privacy Policy