As data controllers, our GPs ensure that your personal confidential data (PCD) is handled safely, transparently, and in accordance with the UK GDPR and the Data Protection Act 2018.
For the complete, detailed breakdown of our data practices, please read or download our full document:
1. How We Use Your Information
We collect and use your personal information to deliver safe, effective healthcare services, manage appointments, and maintain accurate medical records. Our processing is carried out under Article 6(1)(e) (Public Task) and Article 9(2)(h) (Health & Social Care) of the UK GDPR.
2. Use of Digital Systems & AI
To support access and improve patient experience, we use a range of secure, NHS-approved digital systems. These processors act strictly on our instructions, comply with UK data protection law, and do not use your data for marketing, profiling, or any non-care purpose.
AI-Assisted Receptionist (EMMA): We use EMMA, a digital assistant service provided by QuantumLoop Technologies Ltd, to handle patient contacts. EMMA answers incoming phone calls, processes online forms or web chats, captures your requests, and directs them to the appropriate team.
Note: You will always be told when you are interacting with an automated service. Your request is always reviewed by our staff before any action is taken. EMMA does not make clinical decisions, and all data is stored securely within the UK.
Other Core Systems We Use:
Electronic Patient Records: SystmOne
Online Consultation & Triage: Anima
Telephony Systems: Surgery Connect
Patient Registration & Administration: Healthtech1
Safety Monitoring: Some of our systems (including EMMA) are subject to continuous safety monitoring using protected, minimised data to ensure they perform correctly and safely across practices.
3. Data Sharing & Retention
We only share data with healthcare professionals directly involved in your care (hospitals, pharmacies, community services) or secure suppliers processing data on our behalf. Records are kept in line with the statutory NHS Records Management Code of Practice.
4. Cookies & Website Tracking
Our website uses essential and analytical cookies to improve performance and measure visitor traffic.
We do not collect personal information via cookies.
You can opt out of tracking at any time via the Google Analytics Opt-out Page or manage settings via All About Cookies.
5. Your Rights
You have the right to access your records, correct inaccuracies, object to certain processing activities, or request data restriction.
Key Contacts
If you wish to exercise your rights, please contact the practice directly or reach out to our officers:
Data Protection Officer (DPO): Paul Couldrey
Caldicott Guardian: Nataly Birbeck
If you have concerns about how your data is handled, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.
