Privacy Policy

Who we are

We are the Patient Participation Group at Poundbury Doctors’ Surgery.

Our basic aims are to:

  • encourage communication and co-operation between the practice and its patients so that both benefit
  • support the NHS Patients Constitution for England which sets benchmarks for the treatment and relations between the NHS and its patients.

Overview of Privacy Policy

Our intention is to comply with all applicable laws and regulations governing data protection within the UK. These include the Data Protection Act 1998 (DPA) and the General Data Protection Regulations (GDPR), which came into force on 25 May, 2018.

You can find out more about the regulatory framework by visiting the website of the Information Commissioner, which can be found at

We may update our Privacy Policy from time to time and we shall publish updated Privacy Policy information on our website. We encourage you to visit our website regularly to stay informed.


We are committed to ensuring that your information is kept safe within lockable premises and on password-protected computers.

The information we collect and process

We collect and process various types of personal information but we limit the collection and processing of information to information that you agree to provide to us, consent to us using, and which is necessary to achieve one or more of our legitimate purposes as set out in the GDPR.

The types of information we collect and process may include:

  • Basic contact information such as your name, email, postal address and telephone number.
  • As a volunteer supporting Poundbury Patients work, we may also need to collect basic information about your skills and areas of interest.
  • Audio and/or visual images such as photographs, video recordings and audio recordings for information, education or promotional purposes.

How we collect information

We may collect information in any of the following ways:

  • When you complete one of our information forms or questionnaires
  • When you make a request (personally or by email, website, telephone or letter) for a service

How long do we keep your information?

This depends on the type of information but we would normally delete all records within one month of you requesting deletion or when our relationship ends with you (e.g. if you stopped being a volunteer.) The retention period may be subject to change because of legal and regulatory requirements.

However, you may at any time, request to see the information we have about you and to ask us to delete it or update it. See the YOUR RIGHTS section below.

Why we collect information

When we provide you with products or services you have requested, we create records containing your information such as your customer record, your enquiry record, your donation record or records about your applications or subject access requests.

We also create data bases of everyone who requests copies of regular information such as newsletters, email updates on services and changes to services, and marketing emails that highlight any new services that we are introducing. These records may be held in a paper form or electronically depending on their particular use.

We also keep records to comply with legislation that relates to our activities and the provision of our products and services.

These records help us to show that we are meeting our responsibilities and that our records are necessary to provide the services we promote.

What we do with the information we collect

We will only use and share your information where it is necessary for us to provide you with the products and services you have asked for or agreed to or to carry out our lawful activities.  To do this, we may need to share your information with others, but we accept that you will want to know how your information may be used.


Enquiries, requests, complaints and praise are all retained by us together with the responses we make to these. It is also important that we retain your contact information and keep it updated if we are to properly manage your data base entries and to manage our relationship with you.

Key parts of our work include informative, educational and promotional activities, which we want to keep you informed of. Our website at is the hub of our communications but we will also provide additional communication services via email and digital or printed newsletters should you wish to opt into these.

Sharing your information with others

We will only use and share your information with third parties in the following circumstances:

  • When we have your permission or you ask us to
  • To provide you with the information and services you have asked for
  • In an anonymised format when passing on data collected from surveys and questionnaires
  • When we are required by law to do so.

Your Rights

If you wish to exercise any of the rights shown below, please contact us at the address shown at the beginning and end of this Privacy Policy or email us at [email protected]

Access to the personal information we hold about you

You have a right to get access to the personal information we hold about you. You also have a right to have the personal information you provided to us in a portable format. You may also ask us to send it to a third party. If you would like a copy of the personal information we hold about you, please contact us.

Change any inaccurate information

Bring your personal information up to date and rectify any inaccuracies.

Restrict our use or object to our use of your personal information or delete your personal information from our records

Your reasons for this might include:

  • That we no longer need to process your information
  • That you wish to withdraw your consent
  • That we have not used your information properly

Restrict or stop direct marketing to you

You can object to our use of your personal information for direct marketing purposes.

Withdraw any consent you previously gave to us

There are times when we must rely on your consent to process your personal information but you have the right to withdraw your consent at any time.

Making a complaint

You can complain about the data Poundbury Patients group holds about you or about how we use that data by contacting the Secretary or Chairperson of Poundbury Patients. You can make your complaint by post or email and your complaint will be investigated and responded to.

You also have the right to submit a complaint to the regulator. For more information, you should contact the Information Commissioner’s Office (ICO). For more information, visit

Contact us

If you have any queries relating to our Privacy Policy or if you wish to gain access to your personal information, please contact us.

By email to:     [email protected] or [email protected]

By post to:       Poundbury Patients’ Group

                        c/o Poundbury Doctors’ Surgery

                        3 Frederick Treves House





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