Practice Policies



Practice Privacy Notice


Ashley Surgery has a legal duty to explain how we use any personal information we collect about you, as a registered patient, at the practice. Staff at this practice maintain records about your health and the treatment you receive in electronic and paper format.   


What information do we collect about you?


We will collect information such as personal details, including name, address, next of kin, records of appointments, visits, telephone calls, your health records, treatment and medications, test results, X-rays, etc., and any other relevant information to enable us to deliver effective medical care.


How we will use your information


Your data is collected for the purpose of providing direct patient care; however, we can disclose this information if it is required by law, if you give consent or if it is justified in the public interest. The practice may be requested to support research; however, we will always gain your consent before sharing your information with medical research databases such as the Clinical Practice Research Datalink and QResearch or others when the law allows.


In order to comply with its legal obligations, this practice may send data to NHS Digital when directed by the Secretary of State for Health under the Health and Social Care Act 2012. Additionally, this practice contributes to national clinical audits and will send the data that is required by NHS Digital when the law allows. This may include demographic data, such as date of birth, and information about your health which is recorded in coded form; for example, the clinical code for diabetes or high blood pressure.


Processing your information in this way and obtaining your consent ensures that we comply with Articles 6(1)(c), 6(1)(e), and 9(2)(h) of the GDPR. 



Maintaining confidentiality and accessing your records


We are committed to maintaining confidentiality and protecting the information we hold about you. We adhere to the General Data Protection Regulation (GDPR), the NHS Codes of Confidentiality and Security, as well as guidance issued by the Information Commissioner’s Office (ICO). You have a right to access the information we hold about you, and if you would like to access this information, you will need to complete a Subject Access Request (SAR). Please ask at reception for a SAR form and you will be given further information. Furthermore, should you identify any inaccuracies, you have a right to have the inaccurate data corrected.


Risk stratification


Risk stratification is a mechanism used to identify and subsequently manage those patients deemed as being at high risk of requiring urgent or emergency care. Usually, this includes patients with long-term conditions, e.g. cancer. Your information is collected by a number of sources, including Ashley Surgery; this information is processed electronically and given a risk score which is relayed to your GP who can then decide on any necessary actions to ensure that you receive the most appropriate care.


Invoice validation


Your information may be shared if you have received treatment to determine which Clinical Commissioning Group (CCG) is responsible for paying for your treatment. This information may include your name, address, and treatment date. All of this information is held securely and confidentially; it will not be used for any other purpose or shared with any third parties.




You have a right to object to your information being shared. Should you wish to opt-out of data collection, please contact a member of staff who will be able to explain how you can opt-out and prevent the sharing of your information; this is done by registering to opt-out online (national data opt-out program) or if you are unable to do so or do not wish to do so online, by speaking to a member of staff.


Retention periods


In accordance with the NHS Codes of Practice for Records Management, your healthcare records will be retained for 10 years after death, or if a patient emigrates, for 10 years after the date of emigration.


What to do if you have any questions


Should you have any questions about our privacy policy or the information we hold about you, you can:


  1. Contact the practice’s data controller via email at GP practices are data controllers for the data they hold about their patients[1]   

  2. Write to the data controller at Ashley Surgery, The Old School, Ashley, TF9 4LF

  3. Ask to speak to the Practice Manager Tracey Bettany 

The Data Protection Officer (DPO) for Ashley Surgery is Hayley Gidman, Head of Information Governance, Midlands and Lancashire CSU.



In the unlikely event that you are unhappy with any element of our data-processing methods, you have the right to lodge a complaint with the ICO. For further details, visit and select 'Raising a concern'.

Health Records

Your health records contain a type of data called confidential patient information. This data can be used to help with research and planning. You can choose to stop your confidential patient information from being used for research and planning. You can also make a choice for someone else like your children under the age of 13. NHS Digital will never sell your data. There are strict rules about how the NHS can use your data. It's only shared securely and safely. Shared data helps the NHS. It has been used to find the first treatment for coronavirus and for vaccine research.


If you're happy with your confidential patient information being used for research and planning you do not need to do anything. Ay choice you make will not impact your individual care. Please click on the link to find out more and opt-out if you wish to do so.


Changes to our privacy policy 

We regularly review our privacy policy and any updates will be published on our website, in our newsletter, and on posters to reflect the changes.


If you require this information in a different format or you need further information or assistance, please contact Tracey Bettany - Practice Manager, or Rebecca Wardle - Office Manager.


As a patient it is your right, with certain exceptions, to have all information regarding your health, whether kept on paper or on the computer, confidential – and to this end, all staff have a statement of confidentiality in their job contract in addition to a separate practice policy on confidentiality to ensure that the highest possible standards of confidentiality are maintained.

When you first register with a practice certain personal details, such as name, address, NHS number, and date of birth are passed to the Health Authority and to the NHS Central Register. This enables your medical record to be located and passed to your new practice. Although the Health Authority database holds information on childhood vaccinations and immunisations and cervical cytology no other clinical information is held either there or at the Central Register. 

 It is possible, however, that it may be necessary to share some information regarding your medical history with other health care professionals such as hospital consultants, to ensure you receive appropriate treatment. In addition, there are certain statutory requirements that require a practice to pass on information to the authorities, for example, notification of births or deaths, infectious diseases, and gunshot wounds.

Should you wish not to share your patient information with other NHS departments or healthcare providers, please advise a member of the reception team who will ensure this is recorded.  Please pick up a patient leaflet from the surgery to find out more about how your information may be used for healthcare purposes.

In other cases, such as releasing medical records to solicitors when dealing with complaints or legal claims, information is only released with your written authority to do so.

If you do have any concerns regarding the confidentiality of your personal medical history or you would like further information, please do not hesitate to discuss this with your doctor or Practice Manager.

For more information go to, choose 'managing your organisation', then choose information policy then patient confidentiality, and access to health records.


Access to Medical Records

Any patient is entitled to seek access to his or her medical records. Requests must be made in writing and we will require identification before access or copies are provided. 

 If you would like further information please contact Tracey Bettany, Practice Manager on Tel 01630 672225.


Contact details for NHS North Staffordshire.

NHS North Staffordshire is party to the NHS contract held by this practice. Further details of primary medical services in this area may be obtained from them at the following address: 

NHS North Staffordshire, Morston House, The Midway, Newcastle-Under-Lyme, Staffordshire, ST5 1QG

Tel: 0845 602 6772 Fax: 01782 663777



Please see our Complaints and Concerns page


Violence Policy

Very occasionally a practice/patient relationship breaks down completely. In this situation, the patient may choose to register with a different practice. The practice also has the right to remove that patient from their list. This would generally only follow a warning that had failed to remedy the situation and we would normally give the patient a specific reason for the removal.

 Violent patients- ZERO tolerance

The NHS operates a Zero Tolerance Policy with regard to violence and abuse, and the practice has the right to remove violent patients from the list with immediate effect in order to safeguard practice staff, patients, and other persons.


Violence in this context includes actual or threatened physical violence or verbal abuse, which leads to fear for a person’s safety.


In this situation, we are obliged to notify the patient in writing of their removal from the list and record in the patient’s medical records the fact of the removal and circumstances leading to it. The PCT is then responsible for providing further medical care for such patients.


Patient Rights to General Medical Services

*  To be offered a health check on joining a doctor's list for the first time.

*  To have appropriate drugs and medicines prescribed. 

*  To be referred to a Consultant acceptable to them when they and their GP thinks it is necessary and to be referred for a second opinion if they and their GP think it is advisable.   

*  To have access to their health records, subject to any limitations of the law, and to know that those working for the NHS are under a legal duty to keep those records confidential.

*  To choose whether to take part in research or medical student training.

*  To receive a copy of their doctor's practice leaflet, setting out the services that he or she provides.

*  To receive a full and prompt reply to any complaints made about the care they receive at Ashley Surgery.

Our aims are to offer the highest standard of health care and advice to our patients with the resources available to us,  We have a team approach to patient care and endeavor to monitor the service provided to patients, to ensure that it meets current standards of excellence.

Freedom of Information Act 

NHS freedom of information guide is available at

Training & Education

We are accredited as a teaching practice in association with Keele University and at most times there will be a registrar in the practice. This is a fully qualified doctor who has been working in a hospital for a minimum of 3 years and possibly longer, who is working towards being a General Practitioner.

These are some points for your information:

Those doctors training to become GPs are known as GP Registrars. They are employed by a single lead employer.
The GP Registrar is a fully qualified doctor who is likely to have a lot of experience in hospital medicine.

Sometimes other doctors are also trained and supported in the practice. If you are seeing a Registrar, you can expect to receive the quality of service you would get from your own GP. If you have any concerns, please mention this to a member of staff.

In order for the Registrars to successfully complete their training, they need to be assessed on their consulting skills. This is done by the appointed assessors viewing a video of the registrars' consultations. You may be asked for your permission to have your consultation recorded in this way. If you agree, you will need to give your written permission by signing a consent form available at the reception desk, which will be offered to you. If the doctor appears to be recording your consultation and you have not signed a consent form, you should indicate this to him or her immediately. The recording will be used for educational purposes only. Further information about this process and the confidentiality of it, can be obtained from the reception staff.

To ensure that the practice continues to meet the standards of training in the Deanery, it and the doctors will be subject to regular inspection visits (normally every three years) At this inspection another doctor will assess the quality of the patient records. If you do not want your own record to be available for inspection, then please inform the practice of your wishes, and they will be respected. Please ask any member of the reception staff if further information is needed.

Medical students will also be attached to the practice on a regular basis. Reception may ask you as you book an appointment if you are happy to see one of these students. The students will always discuss each case with the doctor in the practice before making any decision on your care or management. You may request not to see this student if you so wish. Whilst we will always respect your wishes without question, please remember that all our GPs were also medical students once!

Please feel free to discuss any of these issues with us if you wish.



This internet site has been developed with the intention of providing information only. Whilst all attempts will be made to maintain accuracy and validity, the Practice accepts no responsibility for events arising from the use of the information provided. Although the advice for patients is as comprehensive and accurate as possible, it is only general and should not be used as a substitute for the patient consulting their own doctor.



We cannot guarantee uninterrupted access to this website, or the sites to which it links. We accept no responsibility for any damages arising from the loss of use of this information.



All links from this website are provided for information and convenience only. We cannot accept responsibility for sites linked to, or the information found there. A link does not imply an endorsement of a site; likewise, not linking to a particular site does not imply a lack of endorsement.


Medical Information on the Internet


If you use the Internet for medical information:

Always look for a balanced view - not just one site.

Remember that anyone can publish anything on the Internet.

Make sure the authors and their qualifications are listed.

Look at what other reliable information the site refers to.

Check that the site is regularly updated.

Look for advertising which might influence the information on the site.

Avoid online consultations or diagnoses.

Check on privacy and confidentiality.

Sites from outside the UK may mention treatments that are not available here.