From September 2019, your St Michael’s Hospice patient record will also form part of the Herefordshire One Record (along with Herefordshire GP Practices, Wye Valley NHS Trust, Herefordshire Mental Health and Learning Disabilities Trust provided by 2Gether NHS Foundation Trust, Taurus Healthcare Ltd). 

This means that our clinicians, as well as other Herefordshire professionals looking after you, can access the most up to date information about your care across the county. 

For more information about Herefordshire One Record, visit

You can request that parts of your Hospice record are not shared with your other care-givers as part of the One Herefordshire Record – please contact the Caldicott Guardian at the Hospice for queries regarding this. 

To help ensure that you receive the best possible care your doctor and other health professionals caring for you keep records about your health and your treatment.They may be written down (manual records), or held on a computer.

The records may include:

  • Basic details about you, such as name, address, date of birth, NHS number, GP and next of kin
  • Contacts we have had with you, such as clinic visits or hospital admissions
  • Notes and reports about your health and any treatment and care you need
  • Results of investigations, such as x-rays, scans and laboratory tests
  • Relevant information from other health professionals, relatives or those dealing with your care

Any additional information that may be relevant to your care

  • Your records are used to guide and administer the care you receive to ensure that:
  • Your doctor, nurse or any other healthcare professional involved in your care has accurate and up-to-date information to assess your health and decide what care you need
  • Full information is available should you see another doctor, or be referred to a specialist or another part of the service or the NHS
  • There is a good basis for assessing the type and quality of care you have received
  • Your concerns can be properly investigated if you need to complain
  • Your best interests are safeguarded
  • Look after the health, safety and needs of the general public and support health protection and public safety
  • Inform other health and social care services about your health to provide an integrated approach, to improve your experience and ensure we deliver your care efficiently
  • Audit our services and to produce our quality accounts
  • Implement improvements to the services we provide
  • Investigate complaints, legal claims or untoward incidents
  • Prepare statistics on St Michael’s performance
  • Review the care we provide to ensure that it is of the highest standard
  • Teach and train healthcare professionals
  • Conduct health research and health improvements
  • Plan healthcare services to ensure they will meet patient needs in the future

This relates to the use of your records for any other reason other than direct care.
All secondary activities are documented and approved by the organisation’s Caldicott Guardian to ensure your rights and freedoms are always protected and that any processing of your personal data is compliant with the Data Protection Act 1998.

Everyone working for the Hospice has a legal duty to keep information about you confidential and secure.
The use of information is strictly controlled and used by us in accordance with the Data Protection Act 1998, the Human Rights Act 1998, the General Data Protection Regulations, the common law duty of confidence and relevant Hospice policies (which are based on the NHS Confidentiality Code of Practice, Records Managment Code of Practice and Information Security Code of Practice).
Electronic data is transferred either via internal secure networks or by encrypted file transfer methods.
We will not disclose your information to third parties without your permission unless there are exceptional circumstances, such as when the health or safety of others is at risk or where the law requires it.
You may be receiving care from other people as well as the Hospice i.e. the NHS, Social Services. We may need to share information about you so we can work together for your benefit. We will only ever use information about you if others involved in your care have a genuine need for it, and following assurances that the same safeguards on confidentiality and security are in place.

We are required by law to report certain information to the appropriate authorities. This is only provided after formal permission has been given by a qualified health professional.

Occasions* when we must pass on information, include:

  • Where we encounter infectious diseases which may endanger the safety of others, such as meningitis or measles (but not HIV/AIDS)
  • Where a formal court order has been issued
  • Other statutory basis to enable government functions to fulfil their legal obligations to the public
  • Our principal partner organisations, (not exhaustive) with which information may be shared, are:
  • Commissioners such as Herefordshire Clinical Commissioning Group
  • Local Councils such as Herefordshire Council or Powys
  • NHS Trusts such as 2gether NHS Trust
  • General Practitioners (GPs)
  • Ambulance services
  • Commercial third parties and charitable organisations who may have been awarded a contract to deliver NHS or other health and social care services such as Taurus Healthcare or Nursing and Care homes/agencies
  • If it is necessary to share your information with other agencies, it will be subject to strict controls and data sharing agreements

St Michael’s Hospice is under a legal obligation to ensure that your information is accurate and up to date. In order for us to do this, please advise us of any updates to your personal information when attending the hospital or appointments. 

Under the General Data Protection Regulations you are entitled to: ask for information about you that you believe to be incorrect to be corrected; to have your information erased; or the processing of your information to be restricted. 

If you wish to use this process, then please contact the Quality team on 01432 851000 or email: 

Please note, this right may be overridden where there are exceptional circumstances, such as when the health or safety of others is at risk or where the law requires information to be shared. 

You can access your health records by submitting a subject access request. This can be done by sending a letter to: 

Caldicott Guardian, St Michael’s Hospice, Bartestree, Hereford HR1 4HA or by sending an email to: 

In some instances your right to view all of your records may be limited e.g. if relating to a third party. If these conditions apply, an explanation will be provided to you. 

Key contacts

Caldicott Guardian 

Information Governance and Risk Owner (Chief Executive 

Quality Team 

To contact any of the above, call 01432 851000 or email 

If you require any assistance or further information on the contents of this leaflet or on any matter relating to your information then please contact the Quality Team on 01432 851000 or email: 

You can also contact the Information Commissioners Office for more guidance on the Data Protection Act at 

St Michael’s is proud to support the Accessible Information Standard (AIS), which is a standard that ensures people with communication needs (because of a disability, sensory loss or language barrier, for example) are given information in a way they can understand and use.
To enable us to do this, we will ask you some questions about your communications needs when we first meet you.