Information governance & your health record

What is information governance?

Information Governance (IG) is about how we look after your information.  It ensures necessary safeguards for, and appropriate use of, personal information to ensure that we handle it carefully, securely and confidentially.

The confidentiality and security of your information is very important to us. We take the utmost care when handling your personal and confidential information and ensure that we have appropriate organisational and technical security measures in place to prevent unauthorised access, accidental damage, destruction or loss.

Your health record

  • Your health records are generally held in electronic format and hold personal information about you such as your name, address, telephone numbers, date of birth, next of kin, GP practice
  • To ensure that you receive the best possible care, your record will also contain more sensitive information and reports about your health including details of any appointments, illness, tests and other treatments you receive
  • When you attend an appointment, the healthcare practitioners who see you will add notes to the record based on their professional opinion. Where possible this will be discussed with you at the appointment
  • Some information about you may be held in paper format until they are added to your record.  These could be your registration form, referrals, reports and results

  • How will we use your health record?

  • Your personal health record, including your name, address and date of birth, will be used to make sure that decisions about your care and treatment are always based on accurate up-to-date information
  • To make sure you receive all of the care and treatment you need, we may need to obtain or share the information in your health record with other staff and organisations. This could include your GP, pathology laboratories, sexual health test and radiology services.  Sometimes we will share information with your employer but only if you consent to this. We will inform you when we do this and you have the opportunity to see any reports before they are shared.
  • We may use your information to investigate and respond to incidents, claims, complaints and feedback
  • We remove your name and other details that could identify you, so that we can use the information in your health records anonymously to:
    • Monitor and improve the quality of care received by our clients
    • Protect the health of the general public
    • Make sure that the treatments and services we provide are meeting the needs of our clients
    • Train and educate staff

  • Sometimes we are required by law to pass on certain information about you without your consent, for example:
    • Reporting some infectious diseases
    • When a court order instructs us to do so

  • Records may be shared without your consent in exceptional situations, such as:
    • When a serious crime has been committed
    • If there is a serious risk to the public or our colleagues
    • To protect children or vulnerable adults who are unable to decide whether their information should be shared

Respecting your privacy, confidentiality and security

  • Your health records are confidential and protected under Data Protection law and appropriate medical guidelines issued by professional bodies such as the General Medical Council and Nursing and Midwifery Council
  • Everyone who works for Virgin Care Private has a legal duty to maintain the highest level of confidentiality. We expect those who are employed or work in partnership with us have regular training and follow our policies and procedures.
  • We take our duty to protect your personal data very seriously and are committed to taking appropriate organisation and technical measures to ensure that it is held securely and access is restricted to those with a legitimate need to know

  • Keeping your own information secure and up to date

  • Please ensure that you inform us if you change your name, address, GP or contact details so we can maintain accurate records
  • Where you use our website to book appointments, make payments and arrange video consultations, please keep your username and password confidential

  • Access to your information, your rights and correction

You have the right to request a copy of the information we hold about you.  If you would like a copy of some or all of your personal information, feel something is not right after reading your records or  would like to know more about your rights, please contact our Head of Information Governance and Data Protection Officer:


t: 01928 242942 or you can write to  the Head of Information Governance:

Head of Information Governance
Virgin Care Private
6600 Daresbury Park
Cheshire WA4 4GE

You can also find out more about how we use and protect your data by visiting our Privacy Policy or requesting a hard copy.