Privacy Statement

Practice Name: Midleton Medi Centre
Practice Address: 69 St Mary’s Road, Midleton, Co Cork P25VK63
Practice Phone Number: 021 4632288
Data Controllers: Dr William Hutch & Dr Rosemary Hutch
Lead for Data Protection: Gillian Hughes

Practice Privacy Statement

At Midleton Medi Centre, we are dedicated to protecting your privacy and ensuring that all personal and medical data is managed securely, responsibly, and in strict adherence to Irish and European data protection laws, including the General Data Protection Regulation (GDPR).

We recognize that the trust you place in us for medical care extends to the protection of your personal data. We take this responsibility seriously and are committed to handling your information with care and respect. Our team follows the highest standards of confidentiality and security to ensure that all personal and medical data is stored and processed in compliance with national and European regulations.

As part of our commitment, we have voluntarily adopted the ICGP Data Protection Guidelines for GPs. Processing personal data in general practice is essential for protecting patients’ vital interests and ensuring healthcare services. The full guidelines can be accessed at www.icgp.ie/data.

Purpose of Data Processing

We process patient data solely for medical purposes, including:

• Scheduling appointments
• Conducting medical consultations
• Referring patients for diagnostic tests and treatments
• Communicating essential healthcare information

Sharing of Information

In certain cases, your data may be shared with third parties, such as:

• Hospitals, Consultants, HSE, and other Medical Practices: Information is transferred via Health mail, a secure email server used within the healthcare system.
• Government Entities: The Department of Social Protection may receive medical details when processing applications for illness benefits, disability allowances, etc.
• Insurance Providers: Data may be shared to complete PMAs or other insurance-related requests with your written or verbal consent.

All third parties handling your data are legally bound to maintain the same level of confidentiality and protection as we do.

Patient Consent

When registering with Midleton Medi Centre, you are required to complete a registration form that includes consent for data sharing when necessary for your care. If you have not yet provided this consent, please inform us, and we will supply the necessary form for your review and signature.

Retention of Data

Personal data is generally retained for up to eight years after your last contact with the practice or eight years following your death, unless exemptions apply as outlined in the ICGP guidelines.

Data Management

We ensure that:

• Your information is securely stored.
• Only relevant and necessary data is collected.
• Data is kept accurate and up to date.

We request that you inform us of any significant changes, such as a new diagnosis, treatment, contact details, or next of kin information.

All staff members not covered by a professional confidentiality agreement are required to sign a confidentiality statement outlining their responsibilities and the consequences of breaches.

Staff Access to Patient Records

Access to your medical records is strictly regulated. Staff may access your records only to perform essential tasks, such as:

• Managing repeat prescriptions
• Generating medical certificates
• Sending referrals to hospitals or specialists
• Scanning and uploading documents to patient files
• Reviewing lab results and hospital reports
• Contacting hospitals for updates on patient conditions
• Determining eligibility for HSE programs (e.g., Cervical Check, immunization, antenatal care)
• Handling medico-legal and life insurance reports

Legal Disclosures

Certain laws require the disclosure of personal health data, such as in cases of infectious disease notifications.

Finance and Accounting

We collect financial information necessary to comply with Irish tax laws, including VAT numbers, PPS numbers, and account details, for the purposes of processing payments and issuing invoices.

Training & Clinical Audits

Our practice participates in GP training programs. GP registrars may be involved in your care under supervision.

We also use anonymized data for clinical audits to improve our services. Any research or data use that is not anonymized will only be conducted with your written consent.

Your Rights

You have the right to access your medical records. The quickest way to review your records is by discussing them with your GP. A formal written request will provide you with a full copy of your records within 30 days.

Request for Records from a Patient or Third Party

If the practice receives a request from a patient to release a copy of their records, we will carefully consider the need to remove any third-party information before disclosing the records.

For requests from insurance companies or solicitors, we will only release the records with the patient’s signed consent.

We understand that patient information remains confidential even after death. If it is unclear whether the patient consented to the release of their information posthumously, we will evaluate the potential effects on the family or carers, the reputation of the deceased, and the purpose of the disclosure. Written consent from the personal representative or executor of the deceased’s Will, will be required before the records are released. Additionally, we acknowledge that a GP’s discretion may be limited if disclosure is required by law.

Transferring to Another Practice

Should you decide to transfer to a new practice, we will send a copy of your records to your new doctor upon receiving a signed consent form. For medico-legal reasons, we will retain a copy of your records for an appropriate period, which may exceed eight years.

Additional Rights

Under data protection regulations, you also have rights regarding:

• Data rectification or erasure
• Restriction or objection to data processing
• Data portability
• Transfer of data outside the EU

Further information is available in the ICGP guidelines at www.icgp.ie/data.

Privacy Policy Updates

We reserve the right to update this Privacy Statement as needed. Any updates will be reflected in the “last updated” date. We encourage you to review this statement periodically to stay informed about how we manage your data.

We hope this policy has explained and addressed any potential concerns. If you have any questions, please feel free to speak with the GP Principal.

Last Updated: 20^th February 2025