How we use your information

We keep information about you, such as your name and address, the treatments you receive and who saw you, on both paper and electronic records.


Your health records contain facts about your health, including:

  • Appointments
  • Treatments and test results
  • The professional opinions of the staff caring for you

These are used by staff to ensure they can offer you good care and treatment and will only be used by staff treating you or administration staff who may book your appointments.


It is often the case that several organisations will be involved in providing your care, and so it will be necessary to share information about you with other organisations.

Staff will discuss with you, what information they are sharing and why and you can ask if you have any concerns.

We only share information when we have either spoken to you, or it's vital to do so quickly, and we are not able to ask you.

In some cases we are bound by law to share information, e.g. in:

  • Child protection cases
  • Controlling infectious diseases
  • Protecting vulnerable people


We also use information for:

  • Research
  • Quality monitoring
  • Developing services

Your name and address will be removed from the information and we may use a reference number (e.g. your NHS number) instead so you are not identified.

You may be invited to participate in research studies.

All research is approved by a research ethics committee before it can start and there are detailed checks over how patient information will be handled.

Details about your health will not be passed to researchers unless you choose to take part.


All staff are bound by a legal duty to keep information confidential and receive training and regular updates about how to handle it.

Information about you stored on any media is subject to very strict security controls.

Regular security audits of computer systems and procedures to collect and store data take place to ensure that everything is working well.

Keep us up-to-date

It is important that we have up-to-date information about you to ensure you receive the right care.

Please tell us immediately if your details change.

On occasion, we will ask you to confirm your details so we have up-to-date records. 

Further information/contact

If you have any questions please speak to the person in charge of your care or contact the Patient Advice and Liaison Service - 01793 604031.

You are entitled to see the information held in your own Health records.

To access a copy of your own patient record, please ask the person in charge of your care or write to:

Health Records Department
Great Western Hospital
Marlborough Road

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