Privacy Notice

Updated September 2026

At Bottisham Medical Practice, we take your privacy seriously. This notice explains how we use and protect your personal information.

💬 How we use your information

We collect and use information about you to provide safe, high‑quality healthcare. This includes details such as your name, contact information, medical history, and treatment records.

We only share your information when it’s necessary for your care or when the law allows us to do so.

🧾 Medical and Insurance Reports

Sometimes we prepare medical reports for insurance or employment purposes. We use approved providers such as ICPR, who follow strict data‑protection rules. Your information is only shared when you have given consent or when there is a lawful reason.

💻 Digital Systems and Service Providers

We use secure, NHS‑approved digital systems to help deliver your care. These systems may process your personal and health information on our behalf, always in line with UK GDPR and the Data Protection Act 2018.

📋 Clinical Record System

Your medical records are stored safely in TPP SystemOne, our clinical system. This helps us manage appointments, prescriptions, referrals, and correspondence efficiently and securely.

🔗 NHS National Services

We also use national NHS systems that allow authorised healthcare professionals to access important information about your care, including:

• NHS Spine

• Summary Care Record

• Personal Demographics Service

• GP Connect

• Electronic Prescription Service (EPS)

• NHS e‑Referral Service (eRS)

These services make sure your information is shared safely between the organisations involved in your care.

Please access our full detailed privacy policy here:  Bottisham Medical Practice Full Privacy Policy

This Privacy Policy explains how the NHS uses your personal data when you use the ‘NHS Register with a GP surgery’ service. You can use this online service to register with a GP surgery or change your GP surgery, so that you can access NHS primary care services in England.

This service is available via web browser and the NHS App.

You should read this policy alongside the Terms of Use for this service.

Our practice has decided to outsource our medical reporting.  We are currently outsourcing to MediData and iGPR.

What are eMR/MediData and iGPR?

They are both NHS Digital accredited companies who have developed digital systems which enable GP practices to create digital, GDPR-compliant medical reports.

Outsourcing medical reporting helps surgeries with data security, speed and efficiency.

The contact details of both companies are as follows:

MediData

Phone - 0333 3055 774

Email - connect@medi2data.com

eMR+ 3rd party document management

iGPR: 

Email - hello@igpr.co.uk

iGPR Privacy Policy

Bottisham Medical Practice uses a mailing company called Docmail to handle some mailings to patients. Typically this is for bulk mailings such as invitations to attend flu clinics where it is difficult to accommodate the administrative work involved without affecting our ability to serve patients. This is permissible under guidance from both the Information Commissioner’s Office (ICO) and the Department of Health (DoH) subject to the provisions of GDPR and the Data Protection Act.

Please find below some more information about Docmail and how we work with them to ensure that we protect our patients’ personal data at all times.

What is Docmail

Docmail is provided by CFH Total Document Management Ltd, a secure print and mailing company which provides print and mailing services for Local Government, GPs, Dentists, Medical Practices, Schools, Exam Boards and Banks etc. throughout the UK. The system can be found online at www.docmail.co.uk and requires a secure user name and password for us to log on and upload our letters and address lists to create the printed output for despatch to Royal Mail. The system allows us to upload a letter template and mailing data for the patients we want to write to via a secure web portal.

Connecting For Health

Docmail has achieved a 100% rating in the Department of Health’s Information Governance Toolkit Assessment for 2016-2017 and meets with the terms and conditions of the DH Information Governance Assurance Statement. This assessment is publicly available and can be viewed here

Docmail and GDPR

Docmail will process any data that we supply in accordance with the General Data Protection  Regulation (EU) 2016/679 (GDPR). This means that they only process the data we send them according to our instructions and take technical and organisational measures to ensure the safety of data and ensure it is processed securely. Their terms and conditions can be found here.

 The letters will be delivered to your address by Royal Mail in the normal way.

Docmail delete all personal data within 28 days after the mailing.

 Bottisham Medical Practice uses software called Pro-Delivery Manager to manage the dispensary delivery process. 

What is Pro-Delivery Manager

Pro-Delivery Manager was first produced by an independent pharmacy to do medication deliveries. The software allows the planning and tracking of medication deliveries safely and securely to the patient’s door. 

Pro-Delivery Manager & GDPR

Pro Delivery Manager are registered with the Information Commissioner's Office for Data Protection purposes. Their registration number is ZA06570.  For full information on Pro-Delivery Manager GDPR policy please click the link https://prodeliverymanager.com/policies/data-protection-security/.