SWAN Surgery

Northgate Street,
Bury St Edmunds
01284 770440

Forest Surgery

Bury Road, Brandon
01842 810206

Privacy Policy

The Swan and Forest Surgery and Your Information

The Swan and Forest Surgery takes your privacy very seriously. We are registered with the Information Commissioner’s Office as a Data Controller and our registration number is 45721958 and 10516002

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

The Swan and Forest Surgery
Northgate Street
Bury St Edmunds
IP33 1AE

Data Protection Officer

The Swan and Forest Surgery 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 place in Reception and Dispensary of our Swan Surgery 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 28 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 must be made in writing. There may be a charge made for this service.

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 10 days 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.

Care Quality Commission Access to Health Records

CQC has powers under the Health and Social Care Act 2008 to access and use your health information where it is necessary to carry out their functions as a regulator.

This means that inspectors may ask to look at certain records to decide whether we are providing safe, good quality care.

More information about the CQC can be obtained on their website https://www.cqc.org.uk/about-us/our-policies/privacy-statement

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 / Restriction

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 https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

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.

Our practice uses Suffolk GP Federation to support us to deliver some of our services such as providing appointments when our practice is closed or community based services.

Here https://suffolkfed.org.uk/ 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 – Swan and Forest Surgery Routine Sharing Partners

Provider Website
Referrals / Test Results / Discharge Notices
West Suffolk Hospital http://www.wsh.nhs.uk/Home.aspx
Ipswich Hospital http://www.ipswichhospital.nhs.uk/
Queen Elizabeth Hospital http://www.qehkl.nhs.uk/
Norfolk and Norwich Hospital. http://www.nnuh.nhs.uk/
Addenbrookes Hospital. https://www.cuh.nhs.uk/addenbrookes-hospital
West Suffolk Disability Resource Centre | Papworth Trust www.papworthtrust.org.uk/locations/west-suffolk-disability-resource-centre
Guy’s & St Thomas https://www.guysandstthomas.nhs.uk/Home.aspx
Broomfield Hospital http://www.meht.nhs.uk/patients-and-visitors/our-hospitals/broomfield-hospital/
UCLH http://www.uclh.nhs.uk/Pages/Home.aspx
Anglia Community Enterprise www.acecic.co.uk/
Royal Marsden Hospital https://www.royalmarsden.nhs.uk/
Moorfields Eye Hospital https://www.moorfields.nhs.uk/
Royal National Orthopaedic Hospital https://www.rnoh.nhs.uk
Great Ormond Street www.gosh.nhs.uk/
CareUK www.careuk.com/care-homes/our-care-homes/our…/improving-services-in-suffolk
Express Diagnostics (24hr ECGS www.expressdiagnostics.co.uk/patients/heart-tests/24-hour-holter-ecg/
St Nicolas Hospice https://stnicholashospice.org.uk/
Cambridge IVF http://www.cambridge-ivf.org.uk/
The Pathology Partnership https://www.healthwatchsuffolk.co.uk/…/the-pathology-partnership-riverside-clinic-ip…
Child Health Immunisations Service (Provide CIC) https://www.provide.org.uk/
Macmillan https://www.macmillan.org.uk/fundraising/inyourarea/england/suffolk/suffolk.aspx
Suffolk Social Services https://www.suffolk.gov.uk/adult-social-care-and-health/
East Anglian Ambulance Service https://www.eastamb.nhs.uk/
Suffolk BMI Hospitals https://www.bmihealthcare.co.uk/
Suffolk GP Federation https://suffolkfed.org.uk/
NHS Continuing Healthcare https://www.nhs.uk › Health A-Z › Your guide to care and support
Suffolk Spire Hospitals https://www.spirehealthcare.com/
Norfolk & Suffolk Mental Health Trust (IDT, Access & Assessment) www.nsft.nhs.uk/Pages/Home.aspx
Teledermatology (Rego-Vantage) http://vantage.health/teledermatology/
Specsavers https://www.specsavers.co.uk/
Suffolk Community Healthcare/CCC www.suffolkcommunityhealthcare.co.uk/OurServices/TheCareCoordinationCentre.aspx
Suffolk Bupa Hospitals https://www.bupa.co.uk
AAA Screening (Hospitals) Suffolk Hospitals
In-health Community Endoscopy http://www.inhealthendoscopy.co.uk/location/ipswich-ravenswood
ONE LIFE suffolk https://onelifesuffolk.co.uk/
Slimming World https://www.slimmingworld.co.uk/health/swor/how-does-it-work.aspx
Suffolk family carers https://suffolkfamilycarers.org/professionals/
Turning Point http://www.turning-point.co.uk/
Single Access Podiatry www.suffolkcommunityhealthcare.co.uk/Podiatry
East Suffolk Consortia – Stroke/TIA www.wsh.nhs.uk/Services-A-Z/Stroke-unit/Stroke-unit.aspx
Allied Health Professionals http://ahpsuffolk.co.uk/
Sue Ryder Dementia http://www.sueryder.org/care-centres/neurological-centres/the-chantry/care-services/dementia-together
Fitzwilliam Hospital https://www.fitzwilliamhospital.co.uk/
Nuffield Health https://www.nuffieldhealth.com/
Other GP Surgeries (West Suffolk)
Angel Hill General Practice http://www.angelhillsurgery.co.uk/
Botesdale Health Centre http://www.botesdalehealthcentre.nhs.uk/
Brandon Medical Practice http://www.brandonmedicalpractice.org.uk/
Christmas Maltings Surgery and Clements http://www.christmasandclements.co.uk/
Forest Surgery http://www.swansurgery.org.uk/
Glemsford Surgery http://www.glemsfordsurgery.co.uk/
Guildhall and Barrow Surgery http://www.theguildhallsurgery.co.uk/
Guildhall Surgery http://www.theguildhallsurgery.co.uk/
Hardwicke House Group Practice http://www.hardwickehousesurgery.co.uk/
Haverhill Family Practice http://www.haverhillfamilypractice.co.uk/
Lakenheath Surgery http://lakenheathsurgery.co.uk/
The Long Melford Practice http://www.mysurgerywebsite.co.uk/index.aspx?p=D83014&nomobile=1
Market Cross Surgery http://www.marketcrosssurgery.co.uk/
Mount Farm Surgery http://www.mountfarm.com/
Oakfield Surgery https://www.oakfield-surgery.co.uk/
Orchard House Surgery http://www.orchardhousesurgery.co.uk/
The Reynard Surgery http://www.reynardsurgery.co.uk/
The Rookery Medical Centre http://www.rookerymedicalcentre.co.uk/
Siam Surgery http://www.siamsurgery.co.uk/
Stanton Surgery http://www.stantonsurgery.co.uk/
Sudbury Community Health Centre https://www.swiftqueue.co.uk/sudbury.php
Swan Surgery https://www.swansurgery.co.uk/
Victoria Surgery https://www.victoriasurgery.co.uk/
Wickhambrook Surgery https://www.wickhambrooksurgery.nhs.uk/
Woolpit Health Centre http://woolpithealthcentre.co.uk/
Electronic Prescribing Services
Various pharmacies across Suffolk – see https://psnc.org.uk/dispensing-supply/eps/
Coroner Reports
Ipswich Coroners https://www.suffolk.gov.uk/births-deaths-and-ceremonies/the-coroner-service/
Norfolk Coroners https://www.norfolk.gov.uk/births-ceremonies-and-deaths/deaths/the-coroner
Commissioner / Safety / Quality Reports
West Suffolk CCG https://www.westsuffolkccg.nhs.uk/
ACE www.acecic.co.uk/
East Anglian Diabetic Eye Screening www.eadesp.co.uk/
Ipswich and East Suffolk CCG www.ipswichandeastsuffolkccg.nhs.uk/AboutUs.aspx
Public Health https://www.suffolk.gov.uk/adult-social-care-and-health/public-health/
NRLS https://report.nrls.nhs.uk/GP_eForm
Anglia Health Protection Team (infectious diseases) https://www.gov.uk/guidance/contacts-phe-health-protection-teams
Drug Safety Research Unit https://www.dsru.org/
Police / Government
Suffolk Constabulary https://www.suffolk.police.uk/
Norfolk Constabulary https://www.norfolk.police.uk/
DVLA https://www.gov.uk/government/organisations/driver-and-vehicle-licensing-agency
Department for Work and Pensions https://www.gov.uk/government/organisations/department-for-work-pensions
NHS Pensions https://www.nhsbsa.nhs.uk/nhs-pensions
NEST https://www.nestpensions.org.uk/schemeweb/NestWeb/faces/public/…/loginPage.xhtml
DNA Testing
University of Cambridge http://www.phpc.cam.ac.uk/
NHS National Institute for Health Research (Eastern) https://id.crncc.nihr.ac.uk
Individual Funding Requests
West Suffolk CCG https://www.westsuffolkccg.nhs.uk/wp…/02/NHS-Patient-Guide-to-IFR-Jan-16.pdf
Health Education England https://www.hee.nhs.uk/
BDO Accountants https://www.bdo.co.uk/en-gb/home
CQC – Care Quality Commission www.cqc.org.uk
MDDUS (GP Indemnity) www.mddus.com

Data Processors

Provider Website
Confidential Waste
Shred-It https://www.shredit.co.uk/en-gb/home
Couriers / Delivery
North East Essex, Suffolk Pathology Services https://neesps.info/our-services/
The Pathology Partnership https://www.cuh.nhs.uk/news/pathology/pathology-services-partnership-goes-live
Capita https://www.capita.com/
Multi-Functional Devices
Digital Copier Solutions (Eastern) Ltd https://www.dcs-copiers.co.uk/
RPM Solutions http://rpmsols.co.uk/
Horizon software managed by RPM Solutions – call data https://www.unlimitedhorizon.co.uk
Akixi software managed by RPM Solutions for live call data www.akixi.com
Windsor Telecom – eFax https://my.windsor-telecom.co.uk
Voice Connect Ltd (Patient Partner) www.voiceconnect.co.uk
Healthcare Software
CareFusion Spirometry Software NA
Cardioperfect BP/ECG Software NA
Health Intelligence https://health-intelligence.com/
Child Health Provide https://www.provide.org.uk/
Eclipse Solutions (Safety Reports) www.eclipsegroup.co.uk/
MJOG https://www.mjog.com/
Website Hosting / Mailing
Top Dog Digital topdogdigital.co.uk
Docmail www.docmail.co.uk/
NHS Choices https://www.nhs.uk/
UK Mail / iMail https://www.imailprint.co.uk/
Healthcare Hardware
Northwest Ostomy Supplies www.nhs.uk/service-search/pharmacies/profile/55422
NEST https://nest.com/uk/cameras/nest-cam-indoor/overview/
IT Service Provider
NELCCG www.nelcsu.nhs.uk/
Digital Dictation
Lexacom 3 https://www.lexacom.co.uk/our-products/lexacom-3/
Digital Redaction / Scanning
iGPR www.igpr.co.uk/
Payroll / Finance
Fairway Training Ltd https://www.fairwaytraining.com/
IRIS payroll (offsite bureau, not software) https://www.iris.co.uk/iris-solutions/payroll-and-hr-professionals/
BDO Accountants www.bdo.co.uk
Xero https://www.xero.com/uk/
EdenRed (childcare vouchers) www.edenred.co.uk
Indeed (recruitment) www.indeed.com
NHS Jobs www.jobs.nhs.uk
HMRC https://www.gov.uk
Lloyds Bank? https://securebusiness.lloydsbank.co.uk
Associations / Groups / Providers
National Pharmacy Association https://www.npa.co.uk/
MDDUS (GP Indemnity)
Provision of Clinical System
Systm One (TPP) https://www.tpp-uk.com/
DXS http://www.dxs-systems.co.uk/
Kafico Ltd https://www.kafico.co.uk/
West Suffolk College wsc.ac.uk
Vision Primary Care Training Ltd http://www.visionpct.co.uk
Arthur J. Gallagher Insurance Brokers Ltd (Palm Insurance) Locum insurance cover https://www.ajg.com/
Abbey Fire and Security abbey-fire.co.uk
NHS Direct NHS Suffolk Am I Clear Frank Smokefree NHS Choices West Suffolk Hospital Suffolk GP Federation
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