One Health and Care Privacy Notice

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What is One Health and Care?

Information regarding your health and care is recorded across Staffordshire and Stoke-on-Trent NHS organisations and local authorities. One Health and Care pulls the key information from these different health and social care systems and displays it in one combined record. This enables registered health and social care professionals involved in your care to find all the key, most up-to-date information in one place which helps to provide better, safer care.

When you contact a partner organisations involved in your care as a patient / service user, information is collected about you and records maintained about the care and services that have been provided.

The organisations across Staffordshire and Stoke-on-Trent that are participating in One Health and Care are:

  • Staffordshire and Stoke-on-Trent GP practices
  • University Hospitals of North Midlands NHS Trust
  • University Hospitals of Derby and Burton NHS Foundation Trust
  • Midlands Partnership NHS Foundation Trust
  • North Staffordshire Combined Healthcare NHS Trust
  • Staffordshire County Council (Social Care)
  • Stoke-on-Trent City Council (Social Care)
  • Continuing Healthcare services
  • West Midlands Ambulance Service

A full list of GP practices can be found here.

All partner organisations involved with One Health and Care are registered with the Information Commissioner’s Office (ICO) to process your personal data in accordance with the current Data Protection Legislation and any subsequent revisions.

The data protection notifications for all participating organisations can be found on the Information Commissioner’s web site at www.ico.gov.uk

This guidance explains in more detail the types of information that is record about you, why this is necessary and the ways in which this information may be used.

Why is your information collected?

The health and care professionals involved in your care keep records about your health and any treatment and care you receive from the NHS and social care within Staffordshire and Stoke-on-Trent. Sometimes data is collected in order to provide services and sometimes it is collected because there is a statutory responsibility to do so. These records help to ensure that you receive the best possible care.

This information may include:

  • Basic details about you such as name, address, date of birth, next of kin, NHS number etc
  • The name of your GP Practice and GP
  • Notes and reports about your health, treatment and care
  • Medications, allergies, ongoing and historic conditions, immunisations and diagnoses
  • Procedures and investigations
  • Test results, hospital referrals, admissions, discharges appointments and clinics attended
  • Relevant information from people who care for you and know you well such as health staff and relatives /carers
  • Social and mental health information and care plans

It is essential that your details are accurate and up to date. Always check that your personal details are correct and please inform the individuals involved in your care of any changes as soon as possible.

As part of the information that gets fed into the One Health and Care system your data may be collected directly from you or data about you may be gathered from other sources who work in partnership together. It may be that other agencies or organisations could be asked for relevant data about you to fulfil partner legal responsibilities or to provide you with the correct service.

How your personal data will be used

The personal information viewed within One Health and Care will be used for the purpose of your direct care. It will always be used in line with each organisations responsibilities, where there is a legal basis to do so, and in line with your rights under Data Protection Legislation. Personal data viewed within One Health and Care will only be used to provide services you have requested or require.

Only health and social care professionals involved in your direct care will have access to your health and social care data within One Health and Care.

If your data within One Health and Care is to be used for a purpose outside of your care, prior to it occurring you will be provided information regarding this and your consent sought.

The information within One Health and Care will be used in order to:

  • Deliver health and care services and understand your needs
  • Contact you when necessary
  • Obtain your opinion and feedback about the services provided
  • Ensure that partner legal obligations are fulfilled

The data viewed within One Health and Care may be used in an anonymised manner for the purposes of statistics and reviewing healthcare in the county.

How your data maybe shared

One Health and Care allows your data to be shared between the partners involved as listed here. An Information Sharing Agreement is in place which commits each partner to appropriate standards of privacy, security and transparency.

Where necessary information may be shared with other organisations that provide services on the partners behalf, but this will only be as part of your direct care. In such cases, the information provided is only the minimum necessary to enable them to provide services to you. These organisations would be required to retain your information in a secure manner and only use it to undertake the services they provide to you. 

Your information would not be disclosed to any other third parties without your permission unless there are exceptional circumstances, such as if the health and safety of others is at risk or if the law requires the information to be passed on.

At no time will the information viewed within One Health and Care be passed to organisations for marketing or sales purposes or for any commercial use.

How your health and care information is looked after

All the organisations which contribute data to One Health and Care collect, store and use large amounts of personal data every day and take the duty to protect your personal information and confidentiality very seriously.  Under Data Protection Legislation the partners have a legal duty to protect any information held about you and are committed to taking all reasonable measures to ensure the confidentiality and security of personal data for which they are responsible.

Therefore measures are taken to safeguard your data and apply security standards and controls to prevent any unauthorised access. One Health and Care information will be stored securely. It will only be used for the purpose of direct care unless you are otherwise consulted and consent.

All partners have a Senior Information Risk Owner appointed for their organisation and who is accountable for the management of all information assets and any associated risks and incidents. As well as a Caldicott Guardian who is responsible for the management of patient information and patient confidentiality.

Each partner and its employees that use One Health and Care must adhere to the following information security measures:

  • Up to date annual staff training
  • Robust policy and procedures for example regarding password protection
  • Technical security measures to prevent unauthorised access

The use of One Health and Care system can be audited at any time. This allows confidentiality to be monitored where necessary.

How long is your information held

Your records are kept for as long as necessary within the source systems in accordance with your care. Changes within the source systems are reflected within One Health and Care at the next available data upload. The retention schedules managed and maintained by the partners are aligned to industry best practice.

Further information can be found in a document called Records Management Code of Practice for Health and Social Care 2016.

Your choice to opt out

In accordance with Data Protection Legislation, you have the right to object to your data being shared as part of the One Health and Care system. If you choose to your information will not be available to view via One Health and Care however it will continue to be shared by partner organisations by phone, email and on paper where required as part of your direct care.

If you would like to opt out of having your data viewed within the One Health and Care system then there are two ways to do this:

  • Contact the Patient Advice and Liaison Service (PALS) on Freephone: 0800 030 4563 Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
  • Contact your GP Practice and ask to opt out of the local digital shared care record One Health and Care

If you do opt out, you can change your mind and opt back in at any time, by contacting

PALS/your GP Practice and asking that your data is included.

What are your rights?

Under Data Protection Legislation you have various rights regarding your data. In relation to One Health and Care the following rights could be requested.

Access - You have the right to request access to information held about you by organisations that are providing your care.

Rectification – if you think data held about you is factually incorrect you have the right to ask for it to be corrected. You may be requested to provide evidence of the alleged inaccuracy.

Restriction - You have the right to request the restricting of processing your data in certain scenarios, for example if you contest the accuracy of the data and the verification of its accuracy requires checking.

Raise a complaint or concern – regarding how your data is handled to the relevant partner organisation.

Due to the One Health and Care System viewable data being sourced from varying partners requests will need to go to the relevant originating organisation who can then process your request.  

  • For GP practices please contact your own GP surgery for guidance.
  • For each NHS organisation, please write to the Access to Health Records Department of the organisation that has generated the information.
  • For Staffordshire County Council please write to the Access Team at This email address is being protected from spambots. You need JavaScript enabled to view it. or post to: Access Team -Corporate Services, Staffordshire County Council, 1 Staffordshire Place, Stafford ST16 2DH
  • For Stoke-on-Trent City Council please write to Stoke-on-Trent, Civic Centre, Glebe Street, Stoke-on-Trent, ST4 1HH or 01782 234234

The organisation should provide your information to you within one month (or two months if the request is deemed complex) following receipt of:

  • Adequate information (for example full name, address, date of birth, NHS number, etc.) so that your identity can be verified and your records located
  • An indication of what information you are requesting to enable the organisation to locate it.

Who to contact

Please contact the respective organisation regarding information held about you, or if you have a complaint about privacy or misuse of data relating to one of the partner organisations.

If you have specific query around One Health and Care please contact the Patient Advice and Liaison Service (PALS) on Freephone: 0800 030 4563 Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

If you are not satisfied with a response from a partner of the One Health and Care partnership in regards to your above rights or believe your data is not being processed in accordance with the law you can raise this with the Information Commissioner’s Office (ICO).