Privacy Policy and Information about Data Opt Outs 

Your Personal Information

The Westerham and Sundridge Practice- Privacy Policy June 2021

At the Westerham and Sundridge Practice we have a legal duty to explain how we use any personal information we collect about you, as a registered patient at the Practice. Staff at the Practice maintain records about your health and the treatment you receive in electronic and paper format.

privacy policy


What information do we collect about you?

To enable us to deliver effective medical care we will collect information such as personal details, including name, address, next of kin, records of appointments, visits, telephone calls, your health records, treatment and medications, test results, x-rays, etc. and other relevant information.


How we use your information

Your data is collected for the purpose of providing healthcare services. However, we can disclose this information if it is required by law, if you give consent, or if it is justified in the public interest. The practice may be requested to support research but we will always obtain your consent before sharing your information.

Under the Health and Social Care Act 2012, the care data programme enabled patient data to be collected by the Health and Social Care Information Centre for quality and safety purposes. In addition, it is possible for us to share your data with other healthcare providers in order to provide you with a high level of care.


Maintaining confidentiality and accessing your records

We are committed to maintaining confidentiality and protecting the information we hold about you. We adhere to the Data Protection Act 1998), the NHS Codes of Confidentiality and Security, as well as guidance issued by the Information Commissioner’s Office. You have a right to see the information we hold about you, and if you would like to access it, you will need to complete a Subject Access Request (SAR). Please ask at reception for a SAR form and you will be given further information.


Risk stratification

Risk stratification is a mechanism used to identify and subsequently manage those patients deemed as being at high risk of requiring urgent or emergency care. Usually this includes patients with long-term conditions such as cancer. Your information is collected by a number of sources, including the Westerham and Sundridge Practice. This information is processed electronically and given a risk score which is relayed to your GP, who can then decide on any necessary actions to ensure that you receive the most appropriate care.


Invoice validation

If you have received treatment your information may be shared to determine which Clinical Commissioning Group is responsible for paying for your treatment. This information may include your name, address and treatment date. All of this information is held securely and confidentially; it will not be used for any other purpose or shared with any third parties.

Understanding the national data opt-out

The national data opt-out allows a patient to choose if they do not want their confidential patient information to be used for purposes beyond their individual care and treatment - for research and planning. Patients, or people acting for them by proxy, have control over setting or changing their own opt-out choice, and can change their mind at any time. 

How to change your opt-out choice

There are four methods available for you to inform the NHS that you wish to opt out

  • Online Access to Opt Out (available to all patients over 13 years old):  You are able to set your own opt-out choice by visiting using any internet enabled device. So that the service can confirm your identity, you will need to provide your NHS number, or postcode (as registered with their GP practice) and your mobile phone number or email address provided previously at a GP practice or other NHS service. The online service is available 24 hours a day, 7 days a week.

  • Using the NHS App: If you have registered for the NHS App you can set a national data opt-out using the app.

  • Using the telephone service : You can set your own opt-out choice by calling 0300 303 5678. Calling this number should cost no more than calls to a normal landline number. The telephone service is available 9am to 5pm, Monday to Friday, apart from on English bank or public holidays.

  • Using 'print-and-post':  If you are unable to use the online or telephone service, or would prefer not to, they can compete a paper form and post it. The form can be downloaded from or requested by calling the telephone service on 0300 303 5678.  


Clinical partners involved in direct patient care

NHS England has commissioned a provider, Xyla Health and Wellbeing, to provide the ‘Your local Healthier You: NHS Diabetes Prevention Programme’ for patients at risk of type 2 diabetes. Once a patient is referred, they will be contacted for a motivational interview with the provider (Xyla) to help them enrol onto the course and to have an opportunity to ask any questions they have at this time, including if you don’t want to enrol in the programme. Xyla Health and Wellbeing is part of the Acacium Group and sometimes, if required and legally allowed, Xyla may share some of your basic details such as your name and contact details with providers who have been identified as suitable to contact you to provide support for you during this programme. Any sharing of your data is done as little as possible, under due diligence and in compliance with applicable laws. For full details on how Xyla would use your data for the diabetes prevention programme, see their privacy notice at: For general information on the national diabetes prevention programme, please visit the NHS England website on this at:

What to do if you have any questions

Should you have any questions about our privacy policy or the information we hold about you, you can:

  • Contact us via the contact us page
  • Write to the Practice Manager Winterton Surgery Market Square Westerham Kent TN16 1RB

Changes to our privacy policy

We regularly review our privacy policy and any updates will be published on our website and on posters. This policy is to be reviewed in June 2022