Confidentiality
How we store and keep your confidential data secure at the University Health Service.
Confidentiality & data sharing
The information we hold about you at UHS is confidential.
Your personal data is processed, shared and stored in line with the requirements of the General Data Protection Regulations (GDPR).
In the course of everyday patient care and administration, your data may be shared (in confidence) with specific NHS organisations. All University Health Service employees have access to patient data in relation to their role and have signed a confidentiality agreement.
Your medical records are held separately from your University records.
Download our 'Fair Processing and Privacy Notice':
UHS Fair Processing and Privacy Notice (PDF, 175 KB)
Your data - changes to privacy policy
The data processor acting on our behalf, EMIS Health (the University Health Service's clinical system supplier), is changing certain technical aspects of the way in which it delivers services.
As part of this transition, it will be moving the data which it hosts on our behalf from its own data centre to a third-party data centre, which is owned and operated by Amazon Web Services (AWS).
Delivery of the services is subject to the terms of the GP Systems of Choice Framework (GPSOC) which is managed by NHS Digital on behalf of the Secretary of State for Health.
The exercise will involve a change to the manner in which data is being processed on our behalf. This change does not introduce processing that is likely to result in a high risk to individuals.
Summary Care Record - your emergency care summary
Your Summary Care Record (SCR) is a short summary of your GP medical records.
It tells other health and care staff who care for you about the medicines you take and your allergies. This means they can give you better care if you need health care away from your usual doctor's surgery:
- In an emergency
- When you're on holiday
- When your surgery is closed
- At outpatient clinics
- When you visit a pharmacy
You can add more information by asking your doctor. This could include:
- Health problems such as diabetes
- Details of your carer
- Your treatment preferences
When you’re treated away from your usual doctor's surgery, the health care staff there can't see your GP medical records. Looking at your SCR can speed up your care and make sure you are given the right medicines and treatment.
Staff will ask your permission to look at your SCR (except in an emergency where you are unconscious, for example) and only staff with the right levels of security clearance can access the system, so your information is secure.
Opting out
SCRs improve care, but if you don't want to have one you can opt out.
If you wish to opt out of having a Summary Care Record, there is an opt-out form available at the following link:
National Data opt-out - Type 2
The National Data opt-out is a new service that allows patients to opt out of their confidential patient information being used for research and planning.
The NHS may use your confidential patient information is used in two different ways:
- Your individual care:
Health and care professionals may use your confidential patient information to help with your treatment and care. For example, when you visit your GP, they may access your records for important information about your health. - Research and planning
Confidential patient information is also used to:
- plan and improve health and care services
- research and develop cures for serious illnesses
Most of the time, anonymised data is used for research and planning. So your confidential patient information isn't always needed.
Where you have a choice
If you don't want your confidential patient information to be used for research and planning, you can opt out of this. If you do opt out, there are some specific situations where your data may still be used. Data that does not identify you may still also be used.
Your confidential patient information will still be used to support your individual care. Any preference you set using this service will not change this.
If you opt out, your decision will only apply within the health and care system in England. Your opt-out will not apply to your health data where you have accessed health or care services outside of England, such as in Scotland and Wales.
For further information and details of how to opt out, visit:
Data Sharing opt-out - Type 1
The University Health Service may provide information to other organisations that use data for health planning, medical research and developing treatments.
In all circumstances, these will be NHS-approved organisations. This includes (but is not limited to) organisations such as NHS Digital.
You can choose not to have information about you shared, or used, for any purposes other than your individual care. This is known as a Type 1 opt-out. To do this, complete the following Type 1 Data Sharing opt-out form and return it to Reception.
Type 1 Data Sharing Opt-out Form (PDF, 243 KB)
Clinical Practice Research Datalink (CPRD) - Data Sharing
Information in patient records is important for medical research to develop new treatments and test the safety of medicines.
This practice supports medical research by sending some of the information from patient records to the Clinical Practice Research Datalink (CPRD). CPRD is a Government organisation that provides anonymised patient data for research to improve patient and public health.
You can’t be identified from the information sent to CPRD.
If you don’t want anonymised information from your patient record to be used in research, you can opt out by speaking to our Reception team.
For more information about how your data is used visit:
National Diabetes Audit
This GP practice is taking part in an important national project about people at risk of diabetes and diabetes care and treatment in the NHS. The project is called the National Diabetes Audit (NDA).
If you have diabetes, non-diabetic hyperglycaemia, impaired glucose tolerance, or pre-diabetes, your GP practice will share information about your diabetes care and treatment with the NDA. The type of information, and how it’s shared, is controlled by law and enforced by strict rules of confidentiality and security.
For further information about how your data is used, see the NDA patient information leaflets available to download below.
National Diabetes Audit - Information for Patients with Diabetes (PDF, 212 kB)
National Diabetes Audit - Information for Patients at Risk of Diabetes (PDF, 212 kB)
Taking part in the NDA shows that this GP practice is committed to reducing diabetes and improving care for people with diabetes.
If you don’t want your information to be used, inform the receptionist, your GP or nurse. This won’t affect your care. You can also download, print off, and complete the form below and return it to a member of our Reception team.
National Diabetes Audit - Opt Out or Opt In (PDF, 100 kB)
Cookies policy
You can find a copy of The University of Sheffield cookie policy at this link:
CCTV and security policy
You can find a copy of The University of Sheffield's security policy at this link:
