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Privacy Policy

Acle Medical Partnership and Your Information

Acle Medical Partnership takes your privacy very seriously. We are registered with the Information Commissioner’s Office as a Data Controller and our registration number is Z4698852.

If you have any questions or wish to make a request in relation to your information, please contact us at;

Acle Medical Partnership

Bridewell Lane




NR13 3RA


Our DPO is Emma Cooper and her email is:


Acle Medical Partnership aims to provide you with the highest quality health care. To do this we must keep records about you, your health and the care we have provided or plan to provide to you.

Your doctor and other health professionals caring for you, such as nurses or physiotherapists, keep records about your health and treatment so that they are able to provide you with the best possible care.

These records are called your ‘health care record’ and may be stored in paper form or on computer and electronic systems and may include Personal Data;

  • basic details about you, such as address, date of birth, NHS number, and next of kin

as well as Sensitive Personal Data;

  • contact we have had with you, such as clinical visits
  • notes and reports about your health
  • details and records about your treatment and care
  • results of x-rays, laboratory tests etc.

Healthcare providers are permitted to collect, store, use and share this information under Data Protection Legislation which has a specific section related to healthcare information.

What do we do with your information?

  • Refer you to other healthcare providers when you need other service or tests
  • Share samples with laboratories for testing (like blood samples)
  • Share test results with hospitals or community services (like blood test results)
  • Allow out of hours or extended hours GPs to look at your health record when you are going to an appointment
  • Send prescriptions to a pharmacy
  • Text patients in relation to healthcare services
  • Samples are provided to the courier for delivery to pathology
  • Share reports with the coroner
  • Receive reports of appointments you have attended elsewhere such as with the community nurse or if you have had a stay in hospital
  • Produce medical reports on request from third parties such as the DVLA or your employer
  • Movement of Patient records to Primary Care Support England

Follow this link to see a list of the partners that we usually share with.

What else do we do with your information?

Along with activities related directly to your care, we also use information in ways which allow us to check that care is safe and provide data for the improvement and planning of services.

  • Quality / payment / performance reports are provided to service commissioners
  • As part of clinical research – information that identifies you will be removed, unless you have consented to being identified
  • Undertaking clinical audits within the practice
  • Supporting staff training
  • Incident and complaint management


CCTV is in placed covering the outside areas of our practice.

It has been installed solely for the safety and security of our patients and staff, to prevent and deter crime.

Images are recorded 24 hours a day and stored on the hard drives of the recording devices that are situated in secure areas and only the practice managers and those delivering technical support services will have access to the system.

The CCTV only records images and does not record audio.

 All CCTV recordings are stored on our recording devices for 14 days before being deleted.

There are signs in the practice telling you that CCTV is in place.

We will only ever share information with the relevant authorities in connection with the safety and security of patients and staff and will not share with any other third parties.

Visitors to the practice have the right to request to see images of themselves on CCTV as part of a request made under the privacy legislation. Like all subject access requests, it should be made in writing.

We have followed the CCTV guidelines produced by the Information Commissioners’ Office.

Telephone Recording

This practice records the calls coming into and going out of the practice.

It has been installed solely for training and monitoring purposes.

Recordings are retained for indefinitely and stored on the hard drives of the recording devices that are situated in secure areas and only the practice managers and those delivering technical support services will have access to the system.

Sharing when Required by Law

Sometimes we will be required by law to share your information and will not always be able to discuss this with you directly. Examples might be for the purposes of detection or prevention of crime, where it is in the wider public interest, to safeguard children or vulnerable adults, reporting infectious diseases or where required by court order.

Information Access and Rights

Data protection law provides you with a number of rights that the practice is committed to supporting you with;

Right to Access

You have the right to obtain:

confirmation that your information is being used, stored or shared by the practice

a copy of information held about you

We will respond to your request within one month of receipt or will tell you when it might take longer.

We are required to validate your identity including the identity of someone making a request on your behalf

Right to Object or Withdrawn Consent

We mainly use, store and share your information because we are permitted in order to deliver your healthcare but you do have a right to object to us doing this.

Where we are using, storing and sharing your information based on explicit consent you have provided, you have a right to withdraw that consent at any time.

Our Data Protection Officer will be happy to speak with you about any concerns you have.

Right to Correction

If information about you is incorrect, you are entitled to request that we correct it

There may be occasions, where we are required by law to maintain the original information – our Data Protection Officer will talk to you about this and you may request that the information is not used during this time

We will respond to your request within one month of receipt or will tell you when it might take longer.


You also have the right to make complaints and request investigations into the way your information is used. Please contact our Data Protection Officer or visit the link below for more information.

For more detailed information on your rights visit the ICO

Case Finding

Sometimes your information will be used to identify whether you need particular support from us.

Those involved in your care might look at particular ‘indicators’ (such as particular conditions) and contact you or take action for healthcare purposes. For example, this might be to prevent you from having to visit accident and emergency by supporting you in your own home or in the community.

We will use automated technology to help us to identify people that might require support but ultimately, the decision about how or whether to provide extra support you is made by those involved in your care.

Our Data Protection Officer will be happy to speak to you about this if you have concerns or objections.

Partnerships / Federations

Our practice uses North Norfolk Primary to support us to deliver some of our services such as providing appointments when our practice is closed or community based services.

Here is some more information about who they are and what they do.

Information Technology

The practice will use third parties to provide services that involve your information such as;

  • Removal and destruction of confidential waste
  • Provision of clinical systems
  • Provision of connectively and servers
  • Digital dictation services

Data analytics or warehousing (these allow us to make decisions about care or see how effectively the practice is run – personal data will never be sold or made available to organisations not related to your care delivery)

We have contracts in place with these third parties that prevent them from using it in any other way that instructed. These contracts also require them to maintain good standards of security to ensure your confidentiality.

Please visit this link to find out more about our sharing partners and providers.

How do we Protect your Information?

We are committed to ensuring the security and confidentiality of your information. There are a number of ways we do this;

Staff receive annual training about protecting and using personal data

Policies are in place for staff to follow and are regularly reviewed

We check that only the minimum amount of data is shared or accessed

We use ‘smartcards’ to access systems, this helps to ensure that the right people are accessing data – people with a ‘need to know’

We use encrypted emails and storage which would make it difficult for someone to ‘intercept’ your information

We report and manage incidents to make sure we learn from them and improve

We put in place contracts that require providers and suppliers to protect your data as well

We do not send your data outside of the EEA

How Long Do We Keep Your Information?

In line with the Department of Health Code, we will retain / store your health record for your lifetime. When a patient dies, we will review the record and generally it will be destroyed 10 years later, unless there is a reason to keep it for longer.

If you move away or register with another practice, we will send your records to the new practice.





Appendix A – Acle Medical Partnership Routine Sharing Partners



Referrals / Test Results / Discharge Notices


Ipswich Hospital

Queen Elizabeth Hospital

North Cambridgeshire Hospital

Addenbrookes Hospital.

Papworth Hospital

Norwich Community Hospital

James Paget Hospital

Hellesdon Hospital

Guy's & St Thomas

Moorfield Eye Hospital

Royal Orthopaedic Hospital

Great Ormond Street

West Suffolk Hospital

Norfolk and Norwich Hospital.

Thetford Healthy Living Centre

Norfolk & Suffolk ME/CFS

Norfolk Community Eating Disorder Service

Southgates Medical Centre

Nuffield Hospitals

Global Diagnostics

Spire Norwich Hospital

BMI The Sandringham Hospital

Fakenham Weight Management


Gayton Road Health Centre

Priscilla Bacon Lodge

Tapping House

Swaffham & Litcham Home Hospice

Social Services

Slimming World

Norfolk Community Health & Care

Norfolk & Suffolk Mental Health Trust

Gender Identity Clinic

Bourn Hall Clinic

British Red Cross

Smoke Free Norfolk

I Cash

Point 1


Norfolk County Council Services

Ascenti Physio


Combat Stress

Norfolk and Suffolk Foundation Trust

Colman Hospital

Admiral Nurse Service

Norfolk Recovery Partnership

East Coast Community Healthcare

Ormiston Families

Swaffham Community Hospital

Leeway Domestic Violence and Abuse Services

Kelling Hospital

British Pregnancy Advisory Service

Walking With The Wounded

East Anglian DriveAbility

Fakenham Sports & Fitness Centre

Together for Mental Wellbeing

Heritage House Day Care

Mary Chapman House

Cambridgeshire and Peterborough Foundation Trust

Cromer Hospital

Anglia Community Eye Service

Julian Hospital

Northamptonshire Healthcare NHS Trust

The Nottingham Centre for Transgender Health

Tavistock and Portman NHS Trust



Express Diagnostics (24hr ECGS

The Pathology Partnership…

St Nicholas Endoscopy Unit

Bartram Wheelchair Service

Norfolk & Suffolk ME/CFS

St Georges Medical Centre

Change Grow Live

St James Clinic


Dereham Leisure Centre

Elena Fox Physiotherapy

Allied Physios.

Gender Identity Clinic London

Diana Redman

Asperger Service Norfolk

Care Navigator

Family Action


East of England Ambulance Trust


Healthy Child Program




Broadland House Care Home

Old Vicarage Care Home

Hickling House Care Home

Sydney House Care Home

Ingham Old Hall Care Home

Elizabeth Fitzroy Home

Leaf Care


Home Oxygen Service

Victory Leisure Centre

Splash Sheringham

RCGP (extraction)

Fitzwilliam Hospital

Homerton University Hospital

Indigo Dyslexic Centre

Hull Royal Infirmary

Leeds General Infirmary

Moss & Leakey

Indigo Dyslexic Centre

Chatterton House

Chet Valley Medical Practice

Early Help Hub

Avanti Physiotherapy

Northgate Hospital, Great Yarmouth (East Coast Community Healthcare CIC

Victory Swim & Fitness Centre, North Walsham

West Norfolk Deaf Association

KL Chiropractic Clinic

Priory Clinic

Low Visual Aids Clinic

Yaxley House Care Home

Point 1, Great Yarmouth

Marie Stopes

Outside Clinic

Spectacles at Home

Crossways Residential Home

Kingsgate Residential Home

South Street Residential Home

St Davids Nursing Home

Suncourt Nursing Home

Cranmer House, Fakenham

Glendon House, Overstrand

Child and Adolescent Eating Disorder

Hoof (Home Oxygen)


Swift Service

Siskin Centre (Dental)

Norfolk Footcare


Norfolk Family Solutions

Princess of Wales Hospital


Halsey House, Cromer

Pineheath ward, Kelling

MECS (Minor Eye Conditions Service)

Macmillan, Norfolk

Calais Hospital

Electronic Prescribing Services


Various pharmacies across Norfolk and Waveney - see

Coroner Reports


Ipswich Coroners

Norfolk Coroners

Commissioner / Safety / Quality Reports


North Norfolk CCG


West Suffolk CCG

West Norfolk CCG

NHS Great Yarmouth & Waveney CCG

Iceni Healthcare Ltd

NHS England

Norfolk County Council

Ipswich and East Suffolk CCG


East Anglian Diabetic Eye Screening

Public Health


Anglia Health Protection Team (infectious diseases)

Police / Government


Suffolk Constabulary

Norfolk Constabulary


Department for Work and Pensions

NHS Pensions


DNA Testing



DNALegal (DNA Testing)



University of Cambridge

NHS National Institute for Health Research

Individual Funding Requests / Medicines Management

Norfolk Medicines Support

North Norfolk CCG




Confidential Waste




Shred Station


Onsite Shredding



Bolton Brothers



Couriers / Delivery


ISS pathology Couriers

North East Essex, Suffolk Pathology Services

The Pathology Partnership

ERS Medical

City Sprint


Multi-Functional Devices


Norfolk Copiers Ltd

Copy IT



APR Telecomms / Tollring

Convergence telephone

NCS Limited

Premier Voice

Healthcare Software


CareFusion Spirometry Software




Cardioperfect BP Software


Cardionetics ECG Software


INR Star / LumiraDx Care Solution


Health Intelligence

Child Health Provide

Eclipse Solutions (Safety Reports)


Website Hosting / Mailing




NHS Choices

Mysurgery Website

Healthcare Hardware



Northwest Ostomy Supplies



Dragon Security

STC Solutions

IT Service Provider


Dionysys Ltd


ECS computers


Digital Dictation


Lexacom 3


Olympus dictations software

Digital Redaction / Scanning



ScanAll pro


Scan & Collate

Payroll / Finance




IRIS accounting software



Larkin Gowen Accountants


Associations / Groups / Providers


National Pharmacy Association

AGEM - Medicines Optimisation

Medical Defence Union

Provision of Clinical System


Systm One (TPP)



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