Privacy Notice

Bottisham Medical Practice

At Bottisham Medical Practice, we are committed to protecting your privacy and keeping your personal information safe. This notice explains what information we collect, why we collect it, how we use it, and your rights. 

Who We Are

Bottisham Medical Practice provides NHS primary care services to patients in Cambridgeshire. We are responsible for deciding how your personal information is used and protected. 

Address
Bottisham Medical Practice
Tunbridge Lane
Bottisham
Cambridge
CB25 9DU

Telephone: 01223 810030

ICO Registration Number: Z6103554

Our Data Protection Officer

Our Data Protection Officer is provided by NHS Central East ICB

Email: ceicb.dpo-gpcontractedservice@nhs.net
Telephone: 0330 057 1025

Postal Address:
Gemini House
Bartholomew's Walk
Cambridgeshire Business Park
Angel Drove
Ely
Cambridgeshire
CB7 4EA 

What Information Do We Collect?

To provide healthcare, we collect information such as:

Personal Information

• Name
• Date of birth
• NHS number
• Address
• Phone number
• Email address
• Emergency contact details
• Next of kin information

Health Information

• Medical history
• Diagnoses
• Medications
• Test results
• Consultation notes
• Vaccination records
• Mental health information
• Other information relevant to your care

Administrative Information

• Appointment details
• Referral information
• Correspondence
• Surveys and feedback
• Complaints
• Safeguarding information 

Why We Use Your Information

We use your information to:

• Provide healthcare and treatment
• Diagnose and manage medical conditions
• Prescribe medication
• Arrange referrals
• Communicate with other healthcare professionals involved in your care
• Protect vulnerable patients through safeguarding processes
• Improve the quality and safety of our services
• Meet legal and NHS requirements
• Support healthcare planning and approved research where permitted by law 

Who Do We Share Information With?

We only share information where there is a lawful reason to do so and appropriate safeguards are in place.

This may include:

• NHS hospitals and clinics
• Community healthcare teams
• Mental health services
• Pharmacies
• Ambulance services
• Social care services
• NHS England
• Integrated Care Boards (ICBs)
• Safeguarding organisations
• Approved NHS software and service providers that help us deliver healthcare services.

Digital Systems We Use

To support patient care, we use a number of NHS-approved systems.

TPP SystmOne

Our clinical records are held securely within TPP SystmOne, our clinical records system. This system supports appointments, prescriptions, referrals and medical records.

NHS Services

We use national NHS services including:

• NHS Spine
• Summary Care Record
• GP Connect
• Electronic Prescription Service (EPS)
• NHS e-Referral Service (eRS)

These systems help healthcare professionals involved in your care access the information they need safely and securely. 

Accurx

We use AccuRx to send text messages, appointment information, questionnaires and other communications relating to your healthcare. Information you provide may be added to your medical record where relevant. 

Abtrace

We use Abtrace to support long-term condition reviews, preventative healthcare, recalls, quality improvement and population health management activities. Qualified healthcare professionals always make clinical decisions. 

EMMA Digital Assistant

We use a digital assistant called EMMA, provided by Quantum Loop Technologies Ltd , to help manage calls, online requests and communications from patients. 

You may interact with EMMA when:

• Calling the practice
• Completing online forms
• Using web chat services
• Responding to requests for additional information

Information provided through EMMA is used only to support your care and the services we provide. It is stored securely within the UK and is not used for marketing purposes. Quantum Loop Technologies Ltd acts as our data processor and only processes information on our instructions. 

Heidi AI Clinical Documentation Support

We use Heidi Health, an AI-powered clinical documentation tool, to help clinicians create consultation notes more efficiently.

Heidi may be used during:

• Face-to-face appointments
• Telephone consultations
• Video consultations

The system helps create a draft clinical note which is always checked and approved by the clinician before being added to your medical record. Heidi does not make decisions about your care. 

Benefits of Heidi

• Allows clinicians to focus more on patients
• Improves documentation accuracy
• Reduces administrative workload
• Supports safer and more efficient care 

Your Choice

If you do not want Heidi used during your consultation, please tell your clinician. They will record the consultation using standard methods. Your care will not be affected. 

A Data Protection Impact Assessment (DPIA) has been completed for Heidi and is available on request. 

Shared Care Records

Healthcare professionals involved in your care may be able to access information through NHS Shared Care Record systems. This helps ensure safe and coordinated treatment across services. Access is strictly controlled and monitored. 

Keeping Your Information Secure

We take information security seriously.

Our security measures include:

• Secure NHS systems
• Encryption
• Role-based access controls
• Multi-factor authentication
• Staff confidentiality training
• Audit monitoring
• Data processing agreements
• Regular information governance reviews

We also complete the NHS Data Security and Protection Toolkit each year. 

How Long Do We Keep Information?

We keep records in line with NHS records management requirements. GP medical records are usually retained for the lifetime of the patient and in accordance with NHS retention schedules. 

Your Rights

Under UK data protection law, you have the right to:

• Access information we hold about you
• Correct inaccurate information
• Request restrictions on how information is used in certain circumstances
• Object to some types of processing
• Receive information in a portable format where applicable
• Withdraw consent where consent is the legal basis for processing

Some rights may be limited where healthcare laws require us to continue processing information. 

Accessing Your Records

You can request a copy of the information we hold about you by contacting the Practice Manager or our Data Protection Officer.

We normally respond within one month. 

National Data Opt-Out

The National Data Opt-Out allows patients to choose whether their confidential patient information is used for research and planning purposes in certain circumstances.

For more information visit:

www.nhs.uk/your-nhs-data-matters/ 

Keeping Your Details Up To Date

Please let us know if you change:

• Address
• Telephone number
• Email address
• Next of kin details
• Name

Keeping your details up to date helps us provide safe and effective care. 

Questions or Complaints

If you have any concerns about how we use your information, please contact the Practice Manager or our Data Protection Officer first.

You also have the right to complain to the Information Commissioner's Office (ICO):

Website: www.ico.org.uk
Telephone: 0303 123 1113 

Changes to This Notice

We may update this Privacy Notice from time to time to reflect changes in legislation, NHS requirements or the services we provide. The latest version will always be available on our website. 

Last updated: November 2026