Data Control and Privacy

The data controller for this site is the Oxford University Hospitals NHS Foundation Trust.

This website helps to put medical researchers and patients, carers and members of the public who want to be involved in medical research in contact with each other.

When you give us your personal details, we will use them only for the purpose of contacting you in connection with opportunities to get involved with health research. We will not share your details with anyone else.

If you want to be removed from the database, or if you have any queries at any time, please contact sandra.regan3@nhs.net.

Cookies and Google Analytics

Cookies are in use on our site for Google Analytics. Google Analytics is a web analytics tool that helps website owners understand how visitors engage with their website. Google Analytics customers can view a variety of reports about how visitors interact with their website so that they can improve it.

Like many services, Google Analytics uses first-party cookies to track visitor interactions as in our case, where they are used to collect information about how visitors use our site. We then use the information to compile reports and to help us improve our site.

Cookies contain information that is transferred to your computer’s hard drive. These cookies are used to store information, such as the time that the current visit occurred, whether the visitor has been to the site before and what site referred the visitor to the web page.

Google Analytics collects information anonymously. It reports website trends without identifying individual visitors. You can opt out of Google Analytics without affecting how you visit our site – for more information on opting out of being tracked by Google Analytics across all websites you use, visit this Google page.

Trust Privacy Notice

Information about you and how we use it

When you come into hospital, information about you, your medical treatment and family background may be recorded, on paper and computer, to help us care for you. The information is part of your health record and will be kept in case we need to see you again.

Members of the clinical teams looking after you may share your personal health information with each other. This team may include healthcare professionals, 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, who is responsible for ensuring patients’ confidentiality is respected. Your confidentiality is very important to us, and we have strict controls in place to protect your information.

How your records are used to help you

Accurate, up-to-date information about you:

  • helps staff to assess your health and care for you
  • will help staff to treat you in future, in hospital or elsewhere
  • allows staff to monitor and if necessary investigate 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
  • helps us train healthcare professionals and support research and development
  • is necessary for the hospital to be paid for your treatment
  • supports audits of NHS services and accounts
  • supports investigation of any incidents or issues that arise
  • contributes to national NHS statistics.

Sharing your information

Sometimes we have to pass on information by law:

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

We may have to share information about you with non-NHS staff (for example Social Services): we will only do this if it is necessary, and if we need your consent we will ask you for it. The main NHS organisations which may need your information are Clinical Commissioning Groups, Commissioning Support Units, other NHS trusts, GP practices and ambulance services. If we have to share information about you, we will remove your personal details where possible.

We may arrange for external companies to type dictated correspondence. This typing may be done overseas. Your name and address is not added until the typed correspondence has been returned to us, so it is not possible for anyone outside the Trust to identify you.

In addition, information may be used 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 request approval from the Health Research Authority’s Confidentiality Advisory Group.

Should you not wish information about you to be used for research, you may let us know in writing by contacting the Research and Development Team, by email or in writing to:

  • Research Support Services Manager
    Research and Development Department
    Oxford University Hospitals NHS Foundation Trust
    Joint Research Office, Block 60
    Churchill Hospital
    Oxford OX3 7LE
  • Email: ouhtma@nhs.net

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 Right of Subject Access.
  • You have the right to object to us making use of your information.
  • 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 your information to be changed, blocked or erased if it is incorrect.

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.

To see your health record after you leave hospital, or if you want copies of your health record, please send a written request to:

  • Subject Access Manager
    Data Quality Department
    Level 3 West Wing
    John Radcliffe Hospital
    Oxford OX3 9DU