Patients: Privacy Notice - information for our patients

The law determines how organisations can use personal information. The Trust is committed to ensure that we process your personal information fairly and lawfully. This notice provides our patients and visitors with information about how we collect, use, retain and disclose personal information as a Data Controller.

The Trust provides health services at two sites in North West London: Hillingdon Hospital and Mount Vernon Hospital. Services at Hillingdon Hospital include Accident and Emergency, Inpatient care, Day surgery, Outpatient clinics, Maternity & Midwifery and Community Integrated services.

Services at Mount Vernon Hospital include Day surgery in the treatment centre, Minor Injuries Unit and Outpatient clinics.

The Trust also acts as a landlord to a number of other organisations that provide health services at Mount Vernon, including East and North Hertfordshire NHS Trust’s Cancer Centre.

We provide clinical services to over half a million patients a year, including over 94,000 Emergency Department attendances. As an NHS Foundation Trust, we have a 25-strong Council of Governors and over 6,000 public members. We employ over 3,500 staff making us one of Hillingdon’s largest employers.

Name and contact details

The Hillingdon Hospitals NHS Foundation Trust
Pield Heath Road
Uxbridge
UB8 3NN
Tel: 01895 238282

Mount Vernon Hospital
Rickmansworth Road
Northwood
HA6 2RN
Tel: 01923 826111

Why we need your data (purpose) and what it is used for »


The Hillingdon Hospitals NHS Foundation Trust will process your personal and confidential information to primarily support the delivery of appropriate care and treatment to you.

Personal data categories we hold include: Name, address, postcode, telephone numbers, NHS number, email address, date of birth and unique hospital number generated via our patient administration system.

We will use this data to contact you to inform you of your appointments /admissions.

Sensitive data categories we hold: Ethnic origin, religious beliefs, information about health conditions including information relating to disabilities, allergies, mental or sexual health/orientation where relevant.

We will keep records about your health and the treatment you receive from the NHS. These records support us to provide you with the best possible care.

  • We use a Patient Administration System to electronically record details of when we have seen you, such as hospital admissions, appointments and home visits
  • Next of kin details of people you want us to keep informed
  • We record and detail treatment and care provided to you, this includes clinical notes about your health and any treatment you receive (electronic & paper) and reports about your health
  • Diagnostic test requests & results such as x-rays, blood tests (electronic & paper)
  • Information from primary care colleagues, such as health professionals who may have treated you in the community, such as Social Care Teams, Community Nurses, London Ambulance Service

It is important for the Trust to have a complete up to date picture of your care, as this information assists staff involved in your care to deliver appropriate treatment and care plans, to meet your needs.


The lawful basis for the processing »


We use people’s data in ways that they would reasonably expect us to.

Under the General Data Protection Regulation (GDPR), the Trust relies on the lawful basis that processing is necessary for the performance of a task carried out in the public interest (GDPR Article 6(1)(e)) for most of the processing of personal data.

When we process special categories of data such as your health data, we rely on the lawful basis that it is necessary for the purposes of preventative or occupational medicine, medical diagnosis, and the provision of healthcare (Article 9(2)(h)) or for scientific research and statistical purposes (Article 9(2)(j)).

When you give our staff confidential information to enable them provide you with our services, we are governed by the common law duty of confidentiality.


Sharing your data with others »


We may receive or need to share your information with other health care professionals to support direct care. A referral for treatment (electronic or paper) may be received or sent containing your personal details such as name, address, DoB, NHS number, telephone number and brief clinical details requesting advice, diagnostic testing or treatment:

  • General practitioners (GP)
  • Primary Care Services
  • Other health professionals caring for you such as optometrists, podiatrists etc
  • Dentists
  • Opticians
  • Private health providers/health insurance companies, at your request
  • Other organisations (eg Social Services) directly involved in your health care
  • The NHS Central Register for England & Wales, which contains basic personal details of all patients registered with a GP. This register does not contain clinical information
  • Council – notification of births & deaths

We may also use your data to:

  • Undertake statistical analysis
  • Collate survey results to help improve service delivery
  • Support accounts & auditing
  • Provide feedback
  • Monitor website usage, information is collected using cookies
  • Record conversations when you contact the Appointment Booking Centre
  • Support administration functions such as complaints, accidents, incidents data
  • Record images using CCTV and body cameras to support safety and building security

Sharing your data where there is a legal obligation to do so »


We may also need to share your information with the following where there is a legal obligation (Article 6, c):

  • The Police, for the prevention or detection of crime
  • Government and the Home Office to protect public funds
  • Public Health organisation
  • Other local authorities to safeguarding children & vulnerable adult teams
  • Trusted system suppliers who process data on our behalf
  • NHS Digital when directed by the Secretary of State for Health under the health & Social Care Act 2012
  • Collect data and contribute anonymised data to national clinical audits
  • NHS Patient Survey Programme (anonymised reports produced and used to help make service improvements)

Keeping your information & retention periods for the personal data »


Everyone working for the NHS has a legal duty to keep information about you confidential in line with the NHS Confidentiality Code of Practice.

The information you provide will be held and stored securely by us and/or our data processors (manual and electronic records).

We follow the Records Management Code of Practice for Health and Social Care 2016. The Code provides guidance on managing records, based on current legal requirements and professional best practice.


Your rights »


  • You have the right to object or restrict your data being processed in certain circumstances
  • You have the right to request a copy of the information that we hold about you
  • You have the right to have inaccurate data corrected about yourself
  • You have the right not to be subject to decisions made solely on the basis of automated decision-making processes
  • You can discuss withdrawing consent at any time for the use of your data and sharing, for which you will not be penalised for doing so. We will act on withdrawing consent as soon as we can

The right to lodge a complaint »


The Hillingdon Hospital is registered as a Data Controller with the ICO – registration number: Z2899489
If you have a concern about the way we handle your information:
In the first instance please contact us: thh.dataprotection@nhs.net
You can also contact the ICO: ico.org.uk/for-the-public/raising-concerns


Further information about how your data is used »


The Data Protection Officer for the Trust is:
Michael Sims, Trust Secretary
Tel: 01895 279 639
Email: thh.dataprotection@nhs.net


THH general terms of processing your personal and sensitive data »


  • We will only collect and use your information where we have lawful grounds and legitimate business reasons to do so
  • We will be transparent in our dealings with you and will tell you about how we will collect and use your information
  • If we have collected your information for a particular purpose we will not use it for anything else unless you have been informed and, where relevant, your permission obtained
  • We will not ask for more information than we need for the purposes for which we are collecting it
  • We will update our records when you inform us that your details have changed
  • We will continue to review and assess the quality of our information
  • We will observe the rights granted to you under applicable privacy and data protection laws and will ensure that queries relating to privacy issues are promptly and transparently dealt with
  • We will train our staff on data security and privacy obligations
  • We will ensure we have appropriate physical and technological security measures to protect your information regardless of where it is held
  • We will ensure that when we outsource any processes we ensure the supplier has appropriate security measures in place and will contractually require them to comply with these Privacy Principles
  • We will ensure that suitable safeguards are in place before any personal information is transferred to other countries if applicable
  • We have no intention of sharing data with third-parties for marketing purposes