Health Records

Health Records

Health Records

Why do we collect information about you?

The NHS professionals caring for you keep records about your health and any treatment and care you receive from the NHS.

These records help to ensure that you receive the best possible care. They may be written down (manual records) or held on computer. These records may include:

  • Basic details such as name, address, date of birth and next of kin
  • Contact we have had with you such as Clinic visits
  • Notes and reports about your health
  • Details and records about your treatment and care
  • Results of x-rays, laboratory tests etc.
  • Relevant information from people
  • who care for you and know you well
  • such as health professionals and relatives

Some of this information will be held centrally to be used for statistical purposes. In these instances we take strict measures to ensure that individual patients cannot be identified.

If we cannot use anonymous information, we may use personally identifiable information for essential NHS purposes such as research and auditing.

This information will only be used with your consent, unless the law requires us to pass on the information to improve public health

We will ensure that appropriate information is available if you see another Doctor, or are referred to a specialist or another part of the NHS.

Why do we use your information?

Your records are used to guide and administer the care you receive to ensure that:

  • The healthcare professional involved in your care has accurate and up-to-date information to assess your health and decide the most appropriate care for you
  • There is a good information base for healthcare professionals, such as pharmacists, to assess and help improve the type and quality of care you receive
  • To help protect the health of the public
  • Your concerns can be properly investigated if a complaint is raised

Your information may also be used;

  • To help us manage the NHS, providing
  • evidence of treatment given, so that we receive payment from those commissioning the service.
  • To audit accounts and services
  • To plan services to meet your health care needs and the review of care to ensure high standards
  • Preparation of statistics for NHS performance

We will seek your consent if your information is to be used for:

  • Health research and development
  • To help teach healthcare professionals

Who do we share your information with?

We may share information with the following main partner organisations:

  • NHS Trusts
  • GPs
  • Ambulance Services
  • Other Clinical Commissioning Groups
  • NHS England
  • External organisations providing healthcare services to the NHS

We may also share your information, subject to strict agreements, with:

  • Social Services
  • Education Services
  • Local Authorities
  • Voluntary Sector Providers
  • Private Sector Providers

We may also use external companies to process personal information, such as for archiving purposes. These companies are bound by contractual agreements to ensure information is kept confidential and secure.

How we keep your records confidential

Staff working for the NHS have a legal duty to keep personal information confidential.

We will not disclose your information to a third party without your permission unless there are exceptional circumstances, such as when the health and safety of others is at risk or it is required by law.

Anyone who receives information from us has a legal duty to keep it confidential.

Request for personal data

You have the right of access to the personal information that is held by the CCG (subject to exemptions prescribed within the Data Protection Act 1998).

If you wish to see the information held about you, please make a request in writing clearly defining the information you require, for example, your personnel file, and include identification.

All requests should be sent to the following address:

Corporate Services Manager
Salford CCG 
St James's House 
Pendleton Way 
M6 5FW

The CCG can only provide copies of information that it holds. For requests in relation to GPs, dentist, hospital records and so on, you should make your request directly to them.

Please note that the Data Protection Act allows the CCG to make a charge for the provision of personal data, which will range between ?10-?50, depending on the nature of the request.

Details of how you should expect the CCG to handle your request can be found via the Information Commissioners Office website.

Please note that you cannot request copies of records for deceased persons via the Data Protection Act.

What should I do if my details change?

It is important that you tell the person treating you if any of your details such as your name or address have changed or if the date of birth that we have for you is incorrect.

Copying letters to patients

Patients have a right to a copy of any letter written about them from one healthcare professional to another. If you would like to receive a copy of your letter inform the doctor during the appointment.


The Data Protection Act 1998 requires organisations to lodge a notification with the Information Commissioner to describe the purposes for which they process personal information.

This information is publicly available at the Information Commissioners Office at:
Wycliffe House 
Water lane 

Telephone: 01625 545745  
Fax: 01625 524510