Privacy Policy

How we use your personal information

This fair processing notice explains why Hannah Clinic collects information about you and how that information may be used. The health care professionals who provide you with care or treatment maintain records about your health and any treatment or care you have received previously. These records help to provide you with the best possible treatment. Health records may be electronic (patient images), on paper (personal and medical data) or a mixture of both, and we use a combination of working practices and technology to ensure that your information is kept confidential and secure. Records which Hannah Clinic hold about you may include the following information;

  • Details about you, such as your name, date of birth, address, emergency contact details
  • Notes and reports about your health
  • Details about your treatment and care
  • Photographs before and after treatment.

To ensure you receive the best possible treatment, your records are used to facilitate the care you receive. Information held about you may be used to help protect the health of the public. Information may be used for clinical audit to monitor the quality of the service provided and we take strict measures to ensure that individual patients cannot be identified.

How do we maintain the confidentiality of your records?

We are committed to protecting your privacy and will only use information collected lawfully in accordance with:

  • Data Protection Act 1998
  • Human Rights Act 1998
  • Common Law Duty of Confidentiality
  • Health and Social Care Act 2012
  • NHS Codes of Confidentiality, Information Security and Records Management

Information: To Share or Not to Share Review

Every member of staff who works for Hannah Clinic has a legal obligation to keep information about you confidential. We will only ever use or pass on information about you if others involved in your care or treatment have a genuine need for it. We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e. life or death situations), where the law requires information to be passed on and / or in accordance with the new information sharing principle following Dame Fiona Caldicott’s information sharing review (Information to share or not to share) where “The duty to share information can be as important as the duty to protect patient confidentiality.”

This means that health and social care professionals should have the confidence to share information in the best interests of their patients within the framework set out by the Caldicott principles. They should be supported by the policies of their employers, regulators and professional bodies.

Who are our partner organisations?

We may also have to share your information, subject to strict agreements on how it will be used, with the following organisations;

  • Independent Contractors such pharmacists
  • Fire and Rescue Services
  • Police & Judicial Services
  • Other ‘data processors’ which you will be informed of

You will be informed who your data will be shared with and in some cases asked for explicit consent for this happen when this is required. 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.

Access to personal information

  • You have a right under the Data Protection Act 1998 to request access to view or to obtain copies of what information the surgery holds about you and to have it amended should it be inaccurate.

    In order to request this, you need to do the following:

    • Your request must be made in writing
    • There may be a charge to have a printed copy of the information held about you
    • We are required to respond to you within 40 days
    • You will need to give adequate information (for example full name, address, date of birth,) so that your identity can be verified and your records located Objections / Complaints.

    Should you have any concerns about how your information is managed at the Hannah Clinic team, please contact the Manager. If you are still unhappy following a review by Hannah Clinic, you can then complain to the Information Commissioners Office (ICO) via their website ( If you are happy for your data to be extracted and used for the purposes described in this privacy notice then you do not need to do anything. If you have any concerns about how your data is shared then please contact us at Hannah Clinic.

Change of Details

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 any of your details such as date of birth is incorrect in order for this to be amended. You have a responsibility to inform us of any changes so our records are accurate and up to date for you.


The Data Protection Act 1998 requires organisations to register a notification with the Information Commissioner to describe the purposes for which they process personal and sensitive information. This information is publicly available on the Information Commissioners Office website Hannah Clinic is registered with the Information Commissioners Office (ICO).

Who is the Data Controller?

The Data Controller, responsible for keeping your information secure and confidential is: Dr Gilkar.


Should you have any concerns about how your information is managed by the Practice please contact the Practice Manager at the following address :

Hannah Clinic
Little Horton Lane Medical Centre
392 Little Horton Lane
West Yorkshire

If you are still unhappy following a review by Hannah Clinic you can then complain to the Information Commissioners Office (ICO)., telephone: 0303 123 1113 (local rate) or 01625 545 745.

Published 8th May 2018
Emma Ryan – Practice Manager