Practice Policies

Confidentiality & Medical Records       



All members of the primary health care team (both medical and administrative staff) require access to your medical records in order to do their jobs. All members of the team adhere to the highest standards of maintaining confidentiality.

If you wish to discuss something of a confidential nature please mention it to one of the Receptionist who will make arrangements for you to have the necessary privacy.

How we use your medical records

The practice keeps medical records confidential and complies with the General Data Protection Regulation. We hold your medical record so that we can provide you with safe care and treatment.

Identifiable information about you will be shared with others in certain circumstances.


Privacy Notice - Summary

This privacy notice explains why Donaghadee Health Centre GP Practice collects information about you, how we keep it safe and confidential and how that information may be used.

We collect and hold data for the sole purpose of providing healthcare services to our patients. In carrying out this role we may collect information about you which helps us respond to your queries or secure specialist services. We may keep your information in written form and/or in digital form. The records may include basic details about you, such as your name and address. They may also contain more sensitive information about your health and information such as outcomes of needs assessments.
We maintain our duty of confidentiality to you always. We will only ever use or pass on information about you if others involved in your care have a genuine need for it. We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e. life or death situations), or where the law requires information to be passed on.

Confidential patient data will be shared within the health care team at the practice, including nursing staff, admin staff, secretaries and receptionists, and with other health care professionals to whom a patient is referred. Those individuals have a professional and contractual duty of confidentiality.

A number of data sharing schemes are active locally, enabling healthcare professionals outside of the surgery to view information from your GP record, with your explicit consent, should that need arise.

We are sometimes legally obliged to disclose information about patients to relevant authorities. In these circumstances the minimum identifiable information that is essential to serve that legal purpose will be disclosed.

Donaghadee Health Centre GP Practice sometimes undertakes accredited research projects. Where this involves accessing identifiable patient information, we will only do so with the explicit consent of the individual and Research Ethics Committee approval.

You have the right to object to (or opt-out of) ways by which your information is shared, both for direct medical care purposes, i.e. primary uses of your information, or for purposes other than your direct medical care – so called secondary uses.

You have the right to access your own GP record and to have any factual inaccuracies corrected. Details of how to do this is outlined below or by enquiry in the practice.


For more detailed information, please click on the links below to view additional Practice Privacy Notices (PPN). If you require further information about our data handling procedures please direct enquiries to our practice manager.


PPN - Provision of direct care 

PPN - Medical research and national clinical audits

PPN - Legal requirements to share data

PPN - National Screening Programmes


Access to medical records

In accordance with the Data Protection Act 1998, General Data Protection Regulation 2018 and Access to Health Records Act, patients may request to see their medical records. Such requests should be made to the practice manager. Completion of the application form, a copy of which can be collected from reception or downloaded from the link below, will help us to provide the information needed as quickly as possible.

Application form for access to medical records

No information will be released without the patient's consent unless we are legally obliged to do so.


Freedom of Information

Information about the General Practitioners and the Practice required for disclosure under this act can be made available to the public. All requests for such information should be made to the practice manager.


Customer service form

Unfortunately these are very difficult times and our health and social care services and staff are currently facing extraordinary and unprecedented pressures.

Please understand that our focus at present is on managing the current situation and trying to minimise the health risks posed by the virus as well as providing essential services.

If you may have a complaint or may be considering making a complaint, related to COVID-19 or otherwise, we would ask you to please recognise the current pressures and to reflect carefully on whether it is necessary to do so.

If you do make a complaint, we would ask for your patience and understanding at this time. We give you assurance that your concerns will be treated professionally and will be investigated and responded to as soon as is possible but unfortunately given the current extenuating circumstances, there may be a considerable delay in doing so.

Violence Policy

The NHS operate a zero tolerance policy with regard to violence and abuse and the practice has the right to remove violent patients from the list with immediate effect in order to safeguard practice staff, patients and other persons. Violence in this context includes actual or threatened physical violence or verbal abuse which leads to fear for a person’s safety. In this situation we will notify the patient in writing of their removal from the list and record in the patient’s medical records the fact of the removal and the circumstances leading to it.

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