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CRN North West London - Data privacy notice for participants


Data privacy notice for participants

Information about you and how we use it

The NIHR Clinical Research Network (CRN) North West London is committed to protecting privacy, and we are legally required to process all personal information in accordance with the GDPR.

When you participate in a clinical trial, 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 Clinical Research Network Team, by email or in writing to:

Business Intelligence Manager
NIHR Clinical Research Network North West London
3rd Floor Administrative Block South
Hammersmith Hospital
Du Cane Road
W12 0HS



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.