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How we use your information

Below is an outline of the information we may collect about you and how we use it.
You can also download or print this information in summary or long form via the leaflets below.

How we use your information

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How we use your information 1.57 MB

What we record

Pennine Care NHS Foundation Trust provides Mental Health Services including Counselling and Substance Misuse services and services for Children and Adolescents.

Information about you, your medical treatment and family background may be held on both manual and computerised systems, as part of providing you with health services.

This information is vital to the proper operation of the NHS and is needed to give you and others the best possible healthcare.

We will also ensure that full information is available if you see another doctor, or are referred to a specialist or another part of the NHS.

Any correspondence you send to us may also form part of your health record.

Ethnicity Information

Ethnicity information is collected to allow us to ensure that we are providing an appropriate and accessible service for the community by:

  • Assessing who is using the service
  • Identifying the health needs and patterns of illness amongst different ethnic groups
  • Highlighting any gaps in the service provision for a particular community
  • Developing staff awareness of and response to individual needs of different ethnic groups within the community

You do not need to provide us with this information if you strongly object.

What you can do

The following information outlines how we use information about you. If you would like further information, please contact the Information Governance team using the contact details below.

Your Doctor and other Health Professionals

Doctors need to make notes on paper or computer systems about any diagnosis, test results, treatments, drug prescriptions and other additional information that you may provide, that seems relevant to the treatment of your condition.

We need to keep this information in order to provide proper care for you (for later treatment or if you should be seen by another doctor) and to allow others to check the treatment that you have received.

Nurses and other health professionals also need access to these records, and will add their own notes, as part of the overall healthcare provision.

Secretaries, receptionists and other clerical staff need access to some of your records in order to do administrative tasks such as booking appointments and communicating with you and other parts of the NHS.

Your doctor may also need to provide information under certain Acts of Parliament e.g. the Public Health Act (Control of Diseases) 1984 - which is necessary to prevent the outbreak of highly contagious diseases - for example meningitis, to protect you and others.

The Health Service

In order to manage the NHS, some restricted information concerning treatments, drugs prescribed, number of patients seen etc is needed, and hospitals and general practices must provide this information in returns to various central bodies.

This information has personal details such as your name and address removed wherever possible.

It is necessary from time to time to check these returns to prevent fraud e.g. checking prescriptions as part of the NHS's statutory obligations. This may result in your being contacted to see if you will consent to your records being checked. Only if you do consent will the auditors be allowed to access your records.


We need to be able to plan ahead about treatments, patient numbers etc but this uses statistical information from which individuals cannot be identified.

Clinical Audit

The quality of care provided to you is sometimes reviewed through the process of clinical audit. This may involve members of the healthcare team or the clinical audit department reviewing patient records. Any information collected from this review is anonymised so that individual patients cannot be identified.

Other agencies

Everyone working for the NHS has a legal duty to keep information about you confidential.

You may be receiving care from other organisations as well as the NHS (like Social Services). We may need to share some information about you so we can all work together for your benefit.

We will only ever use or pass on information about you if others involved in your care have a genuine need for it. We will not disclose your information to third parties without your permission unless there are exceptional circumstances, such as when the health and safety of others is at risk or where the law requires information to be passed on.

Use of patient information by the NHS Litigation Authority

The NHS Litigation Authority (NHSLA) has a statutory duty to manage and raise the standards of risk management throughout the NHS. In order to achieve this, all NHS trusts are assessed every few years against a set of risk management standards which are based on those factors which give rise to the greatest number and cost of claims. More information about the NHSLA risk management programme is available on its website at

As part of the assessment process, the assessors will look at a small number of sets of patient notes and a selection of incident report forms. None of these documents will be removed from the premises. The aim is to ensure that these documents are created and managed in accordance with appropriate policies and procedures: for example whether they are written clearly, signed and dated, stored securely, etc. The assessors are not concerned with individual patient details. They are all professional people who have previously worked in NHS organisations and are now employed on behalf of the NHSLA under strict principles of confidentiality.

If you wish to object to your records being made available during an NHSLA assessment, please notify the Information Governance Manager (details at the end of this leaflet).

What else?

You can have a say in how the NHS uses information about you. If you want to find out more or have any concerns, then please speak to the staff currently providing your treatment and care.

There is supplementary guidance available on the Trust's implementation of the National Care Records Service (NCRS). For further information on this or anything else to do with your information, please contact:

Information Governance Manager
Pennine Care NHS Foundation Trust HQ
225 Old Street,
Ashton-under-Lyne, OL6 7SR

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