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Oxford University Hospitals NHS Foundation Trust

Alert Coronavirus / COVID-19

If you have a new continuous cough, a high temperature, or a loss or change to your sense of taste or smell, do not come to our hospitals. Follow the national advice on coronavirus (COVID-19).

Please find information on our services and visiting restrictions in our COVID-19 section.

Patients and visitors must wear a face covering in our hospitals.

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Privacy Notice

Information about you and how we use it

When you come into hospital, information about you, your illness and its treatment is recorded - on paper and/or on computers - to help us care for you. This information is part of your health record and will be kept in case we need to see you again.

Our clinical teams looking after you may share your personal health information with each other. These teams include doctors, nurses, therapists, support staff and students. All NHS staff are bound by law and a strict code of confidentiality, and are monitored by the Trust's Caldicott Guardian, a senior clinician who is responsible for making sure your confidential information is respected. Your information is very important to us, and we have strict controls in place to protect it.

To understand how patient data is used by the NHS and why, you can watch this video from the Understanding Patient Data team.

You can also read more about why your data matters to you and the NHS, how it is protected, and the choices you have.

How your records are used to help you

Accurate, up-to-date information about you:

  • helps our staff assess your health and care for you;
  • will help your future treatment, in hospital or elsewhere;
  • allows us to review and if necessary look into the care you have received.

How your records help us

Accurate, up-to-date information about you helps us:

  • provide high quality care and meet all our patients' needs;
  • train healthcare professionals and support research and development;
  • review (audit) the quality and outcome of NHS services;
  • investigate any incidents or issues that arise;
  • is necessary for the hospital to be paid for your treatment;
  • contribute to national NHS statistics.

Using and sharing information about you and your care

We will share information about you with staff in other organisations when it is necessary for your care. These may include your GP practice, other hospitals involved in your care, ambulance services, social services and care homes.

We have partnered with DrDoctor, providing digital communication with our patients for Outpatient appointment letters, appointment management and self-assessment forms. More information about Dr Doctor is available in our news story.

We may use your data to assess how well our services are providing care, to suggest improvements and ensure that it is as good as it can be.

Sometimes we have to pass on personal information by law, for example:

  • to notify a birth;
  • when an infectious disease such as meningitis or measles may endanger the safety of others;
  • when required to by a formal court order;
  • when sharing information with the police may prevent a serious crime, or prevent harm to you or other people.

We also by law share summary data about every episode of care with NHS Digital. You can find out how they use this information at:

NHS Digital: How we look after your health and care information

We may also share information about you and your care with other NHS organisations responsible for the organisation and funding of health and social care, for example Clinical Commissioning Groups (CCGs) and their Commissioning Support Units (CSUs). If we have to share information about you, we will remove your personal details when possible.

We are developing a comprehensive list of organisations with whom we share data.

We may share data for approved research projects. In most instances the information will be made anonymous so that you cannot be identified. If this is not possible, we will ask your permission, or if this is not possible, we will request approval from the NHS Health Research Authority's Confidentiality Advisory Group. The Health Research Authority has further details on patient information and health and care research.

Should you not wish information about you to be used for research, please let us know or speak to the clinical team that is treating you.


Legal aspects

We take care to ensure that we collect, use and share your information lawfully. The legal bases for doing so are described in:

How we use your information

Your information rights

  • You have the right to know how we will use your personal information;
  • You have the right to see your health record (your medical notes): this is known as Subject Access (see below);
  • You have the right to object to us making use of your information other than for your care;
  • You can ask us to change or restrict the way we use your information and we have to agree if possible;
  • You have the right to ask for the information we hold about you to be corrected or erased if it is incorrect.

If you object to how we are using your information, or wish us to restrict, erase or correct it, please contact our Information Governance team:


Requesting copies of your personal information under the General Data Protection Regulation (GDPR) 2018 (pdf)

Accessing your health record (a subject access request)

While you are in hospital, you may ask to look at your health record folder. Your notes will be prepared for you and a qualified member of staff will talk you through the content. Your right to see some information may be limited - for example, if it includes details about other people.

If you require copies of your health record, please complete the forms below and email them to the email address on the forms.

To speak to someone about accessing your health record please call: 01865 234808

OUH IM&T Services - PACS/RIS Team

If you require copies of your Radiology scans, please complete the forms below and email them to the email address on the forms.

Foundation Trust membership

We hold information about our members. Further information is available on Foundation Trust Membership.

General enquiries

If you would like further information about how we use your information and your rights, please contact our Information Governance team:

Data Protection Officer

Our Data Protection Officer (and Caldicott Guardian) is Dr C Bunch: