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How we use your health records

This page explains how Ladybarn Group Practice uses the information in your health records, who we share it with, and your rights.

Who we are

Ladybarn Group Practice, 54 Briarfield Road, Withington, Manchester M20 4SS, is a data controller. This means we are responsible for keeping your information safe and using it properly.

  • We are registered with the Information Commissioner's Office (ICO), registration number Z6471242.
  • Our data protection officer is Shavarnah Purves, [email protected].
  • Our Caldicott Guardian is Dr David Adams, one of our GP partners. They make sure your information is kept confidential and shared only when it should be. To raise a concern with them, contact us and ask for the Caldicott Guardian.

What information we keep

We keep a health record for every patient. It can include:

  • your name, address, date of birth, NHS number and contact details
  • details of your next of kin, carers or people you have asked us to talk to
  • your appointments, consultations, diagnoses, medicines, test results, vaccinations and referrals
  • letters and reports from hospitals and other services
  • things you tell us, such as how you prefer us to contact you or any communication needs

Some of this is special category information, such as information about your health, ethnicity, religion or sexuality. The law gives it extra protection.

Why we use it

We use your information to:

  • look after your health and give you the right care
  • work with other health and care services who are caring for you
  • check and improve the quality and safety of our care
  • run the practice, such as sending appointment reminders
  • meet our legal duties, for example to report some infectious diseases or to keep children and adults safe

Data protection law says we must have a legal reason to use your information. Ours are:

  • for your care: we are carrying out a public task (UK GDPR Article 6(1)(e)), providing health care (Article 9(2)(h))
  • when the law requires it: a legal obligation (Article 6(1)(c)), for example court orders or reporting certain diseases
  • for public health: Article 9(2)(i), for example during outbreaks
  • to protect you in an emergency: to protect someone's vital interests (Articles 6(1)(d) and 9(2)(c))

We also follow the common law duty of confidentiality. For your care, we rely on your implied consent: you expect the people caring for you to share what they need to know. For anything else, we only share confidential information with your permission or when the law allows it.

Who we share it with

We only share what is needed. We share your information with:

  • other NHS services caring for you, such as hospitals, community nurses, mental health services and NHS 111
  • GTD Healthcare, who provide our out-of-hours service
  • pharmacies, for your prescriptions and Pharmacy First
  • the Summary Care Record, so other NHS services can see your medicines, allergies and other key information
  • the Greater Manchester Care Record, so health and care staff in Greater Manchester can see the information they need to care for you. We share it under a joint controller agreement with NHS Greater Manchester
  • NHS England, when the law requires every GP practice to share information, for example for national audits such as the National Diabetes Audit, for payments to practices, and for planning NHS services
  • local council services such as social care, safeguarding teams and public health, when this is needed or required by law
  • screening and vaccination programmes, such as cervical, breast and bowel screening

We do not share your information with insurance companies, solicitors or employers without your written permission. We never sell it or use it for marketing.

Companies that work for us

Some companies provide systems and services to us. They can only use your information to do that work, under a contract, and must keep it safe. They include:

  • EMIS Health, who provide our clinical record system, EMIS Web
  • Accurx, for online requests, text messages and video consultations
  • NHS App and NHS login, provided by NHS England, including NHS App messages
  • iGPR Technologies, who help us answer requests for copies of your records, and reports that insurance companies ask for with your permission. They follow our instructions and data protection law, and check with your GP when needed
  • X-on Health, who provide our phone system, Surgery Connect, including call recordings

Texts, emails and the NHS App

We use your mobile number and email address to send appointment reminders, results and health messages. We may send messages through the NHS App if you use it. Tell us if you do not want to receive these, or if your contact details change.

Phone calls

We record all phone calls to and from the practice. We use the recordings for training, to check the quality of our service, and to keep patients safe, for example if we need to check what was said about your care. We keep recordings in line with the NHS Records Management Code of Practice.

Research and planning

Your information may be used, without identifying you, to plan NHS services and support research.

If you do not want your confidential information used for research and planning, you can choose to opt out through the national data opt-out. Your choice will not affect your care.

We take part in research. At the moment this includes a study of tirzepatide, a medicine used for type 2 diabetes and weight management. We will add more details about it here.

How long we keep it

We keep your records for as long as the NHS rules say, which is set out in the NHS Records Management Code of Practice. GP records are usually kept for 10 years after a patient dies. If you move to another practice, your record moves with you.

Keeping it safe

Everyone who works here must keep your information confidential and complete data security training every year. Your record is stored securely, and only people who need to see it for their job can do so. We check who looks at records.

Your rights

You have the right to:

  • see your records: ask us for a copy (a subject access request). It is free, and we reply within one month. You can also see much of your record in the NHS App
  • correct your records: ask us to change information that is wrong
  • object or ask us to limit how we use your information: we will consider this, but we may still need to use it for your care or because of the law
  • choose who can see your record: for example, set up proxy access for someone else, or ask us not to share with a particular service

To use any of these rights, ask at reception, call 0161 448 4500 or email [email protected].

If you are not happy

Contact our data protection officer: Shavarnah Purves, [email protected].

You can also complain to the Information Commissioner's Office:

How we use your information on this website

Page last reviewed: 12 October 2026
Next review due: October 2027