Working together, working with you

Privacy Policy

Why we collect information about you:

The Community Children’s Health Partnership (CCHP) between Sirona care & health CIC, Bristol Community Health CIC and Avon and Wiltshire Mental Health Partnership NHS Trust, aims to provide you with the highest quality care. To do this we must keep records about you, your health and the care we have provided or plan to provide to you. For the purposes of the Data Protection Act 1998 and General Data Protection Regulatiosn 2018, the partner organisations are all Data Controllers of information they are individually responsible for. We take great care to meet our legal and other duties, including compliance with the following:

  • Data Protection Act 1998/General Data Protection Regulations 2018
  • Human Rights Act 1998
  • Health and Social Care Act 2012, 2015
  • Public Records Act 1958
  • Copyright Design and Patents Act 1988
  • Re-Use of Public Sector Information Regs 2004
  • Computer Misue Act 1990
  • Comon Law Duty of Confidentiality
  • NHS Care Records Guarantee for Englamd
  • Social Care Records Guarantee for England
  • International Information Security Standards
  • Information Security Code of Practice
  • Records Management Code of Practice for Health and Social Care 2016
  • Accessible Information Standards 

The following details should enable you to make informed decisions about the use of your information.

What information is collected and by whom:

The records we keep could be stored in paper form or electronically (or both) and may include:

  • Name, address, date of birth, next of kin, email addresses, telephone numbers, ethnicity, disability, religion
  • Contact we have had with you, such as appointments, attendances and home visits
  • Notes and reports about your health including any allergies or health conditions
  • Details and records about your treatment and care, such as advice given or referrals made
  • Results of investigations including x-rays, scans, blood tests etc
  • Relevant information from people who care for you and know you well, for example, health ans social care professionals and relatives

Information will be collected by those who support the provision of our services. It could be collected in a number of different ways. This might be from a referral made by your GP or another healthcare professional you have seen, or perhaps directly from you - in person, over the telephone or on a form you have completed.  

How is your information used?

Your records will be used to plan your treatment by doctors, nurses or any other professionals, such as social care staff, as well as administrative staff and clinicians in other health care settings, to ensure we provide you with the best possible care.

All staff involved in your care will be bound by the Common Law Duty of Confidentiality as well as organisational Policy and Procedures which comply with professional guidance, best practice and the law.

The CCHP partnership may also use your information to:

  • Carry out clinical audits to monitor and improve the quality of care and treatment provided
  • Train new doctors and nurses and other relevant staff
  • Undertake patient/service user satisfaction surveys
  • Investigate complaints, legal claims or incidents
  • Manage and plan services, make improvements, public health purposes – your information is anonymised when used for this purpose

You may be asked if you would be willing to take part in an approved research project but you do not have to agree if you do not want to.

Who will your information be shared with?

Your information will be accessed by clinical and administrative staff to provide you treatment and care. This could include health care professionals based in another location. CCHP works in partnership with the NHS and with other NHS-related organisations. Clinical staff employed by these organisations may be consulted for an expert opinion relating to your care. Information about your treatment may be shared with other organisations to enable the continuation and/or support of your care eg. NHS Trusts, your GP, clinical networks, such as cancer care, etc. We may also share some of your information subject to strict agreement on how it will be used with local authorities, education services, voluntary or private care providers. If you need to be referred to another service for further treatment, information about your medical condition and care will be sent to that service.

Your information may be shared to provide out of hours clinical support, or other support services, such as transport. All such services are bound by the Common Law of Confidentiality and local agreements.

There are occasions where the organisation has a legal duty to pass patient/service user information to relevant authorities. However, this is only done after formal authority by the courts or by a qualified health professional. This may include reporting a serious crime or identification of an infectious disease that may endanger the safety of others.  

Protecting your information

Everyone working for or with the CCHP partnership has a legal duty to keep your information secure and confidential at all times. Staff will be trained on the Data Protection Act 1998 and General Data Protection Regulations 2018 and the Common Law of Confidentiality and robust technical measures are in place to keep your information secure when stored electronically.

Your information will not be disclosed to a third party, eg. private company, solicitor, employer, without your consent unless there is an overriding reason to do so.

We are required by law to report certain information to appropriate authorities. This might include:

  • Notification of new births
  • Where we encounter infectious diseases which may endanger the safety of others, such as meningitis or measles (but not HIV/AIDS)
  • When a court order instructs us to do so
  • When a serious crime has been committed
  • If there is a serious risk to the public or staff
  • To protect children or vulnerable adults

We will only breach confidentiality after careful consideration and our reasons and actions will be documented fully.

Each partner organisation has a Caldicott Guardian who is a senior member of staff, responsible for protecting the confidentiality of your information and enabling appropriate sharing.  

How long do we retain your records for ?

All our records are stored in accordance with the IGA Records Management Code of Practice for Health and Social Care 2016 which sets out the appropriate length of time each type of NHS record is retained. We do not keep your records for longer than is necessary. All records are appropriately reviewed once their retention period has been met, and the Partners will decide whether the record still requires retention or should be confidentially destroyed. All decisions and destructions will be documented.    

What choices do you have?

If we think we should share information with anyone outside the care team we will normally tell you first and ask you to sign a consent form.

You may wish to limit the sharing of your information. If you decide to do this we will discuss with you how this may affect your care or treatment. We will respect your wishes as to what information we can and can’t share with whom.

We may use different communication methods to keep you informed of appointments, eg. text reminders, or leaving reminder messages on your answerphone. If you do not wish us to contact you in this way, please inform a member of staff.

It may be helpful for some members of your family, friends or carers to see your record. We will only do this if we have your consent.

How can you access information that is held about you?

Your record is retained by the member of the partnership who has been delivering services to you in accordance with NHS guidelines. Under the Data Protection Act 1998/General Data Protection Regulations 2018 you have the right to request a copy of your health record. Contact the service which has most recently provided your care for details of how to access your information.

You can also apply:

  • On behalf of your child, with your child’s consent. If the child is unable to understand, you can see the records, providing the doctor in charge of the case decides it is in the child’s best interests
  • To see the records of a patient/service user who has died, if you are acting as their personal representative or if you have a claim relating to their death
  • On behalf of someone who is not capable of giving their permission – because of age or illness for example. You would have to be appointed by a court to do this
  • If you are under 16 – an application to see your records can be considered depending on how much the healthcare professional in charge of the case feels you understand

What we ask of you


  • Let us know when you change address or name
  • Tell us if any information in your record is incorrect
  • Tell us if you change your mind about how we share the information in your record

How can you make a complaint?

If you have any concerns on how your information is used or might be used or you require further information please talk to the healthcare professional providing your care.

For more information about your rights under the Data Protection Act/General Data Protection Regulations 2018, contact Sirona's Data Protection Officer at the following address; Sirona care & health, Kingswood Civic Centre (2nd Floor), High Street, Kingswood, South Gloucestershire, BS15 9TR. Alternatively you can contact Sirona's Customer Care Team (Tel: 0300 124 5400). If you remain dissatisfied following the outcome of your complaint, then you may wish to contact the Information Commissioner's Office at the following address: 

The Information Commissioner’s Office
Wycliffe House, Cheshire SK9 5AF
Helpline: 0303 123 1113 (local rate) or 01625 545 745


The CCHP partnership takes the handling of your information extremely seriously. This includes any information provided via this website. We will retain any information submitted online, in digital and/or hard copy form, in order to respond or deal with any request, enquiry, feedback or other submission you may have made.

While we take every precaution to protect the information supplied to us, we cannot guarantee the safety of emails sent in. All information sent via this website or email is done so at the owner’s risk, therefore you may wish to call us if you need to pass on sensitive or confidential information.

Any personal information submitted in the form of a job application will be used only for the purpose of processing that application.

You mind find links to third party websites on our website. These websites should have their own privacy policies which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.

If this privacy policy is updated or amended in any way, the most recent version will be made available on this web page.


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Changes to this Policy

The CCHP partnership reserves the right to change this Policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the Policy on your first use of the Website following the alterations.

Privacy policy reviewed and updated May 2018.