Privacy Notice – Clarity Team Net

Date created: 14th April 2026

The Practice is committed to protecting your privacy and ensuring your personal information is handled securely and lawfully.

This Privacy Notice explains how we collect, use, store and share your personal information when you use our services, including when you interact with us through Clarity Team Net, our secure communication and collaboration platform. The Practice is the Data Controller for your personal information under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1) Data Controller contact details

All Croydon GP Practices 

2) Data Protection Officer contact details

Contact Laura Watson via email

3) Purpose of the processing

The Practice processes personal and special category (health) information to provide safe, effective and high-quality healthcare services. This includes assessing and delivering medical treatment, coordinating care within the practice and with other healthcare providers, managing appointments and referrals, maintaining accurate clinical records, safeguarding patients, and meeting our legal and regulatory obligations within the NHS. 

Information processed via Clarity Team Net supports secure internal communication, care coordination, service management and quality improvement to ensure patients receive appropriate and timely care.

4) Lawful basis for processing

The legal basis is:  

• Article 6(1)(e) “processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller”
• Article 9(2)(h) “processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union or Member State law or pursuant to contract with a health professional and subject to the conditions and safeguards referred to in paragraph 3;”

5) Recipient or categories of recipients of the shared data

Personal data may be shared, where appropriate and lawful, with other NHS healthcare providers involved in your care (such as hospitals, community services, mental health teams and out-of-hours providers), Primary Care Networks (PCNs), Integrated Care Boards (ICBs), NHS England, and clinical support services such as laboratories, imaging providers and referral management services.

Information may also be shared with safeguarding authorities, social care services, or other statutory bodies where required by law. In addition, we use approved data processors and IT system providers, including Clarity Team Net, who process information on our behalf under strict contractual and confidentiality obligations and in compliance with UK data protection legislation.

6) Rights to object 

You have the right to object to some or all the information being shared. Please contact our Data Protection Officer. 

7) Right to access and correct

You have the right to access the data that is being shared and have any inaccuracies corrected. There is no right to have accurate medical records deleted except when ordered by a court of Law.

8) Retention period 

Patient information is retained in accordance with the NHS Records Management Code of Practice for Health and Social Care. GP medical records are generally retained for 10 years after a patient’s death or 10 years after a patient permanently leaves the UK. Children’s records are normally retained until the patient’s 25th birthday (or 26th if the young person was 17 at the conclusion of treatment), or 10 years after death. Administrative and operational records are retained in line with NHS retention schedules and securely destroyed when no longer required. 

All records are disposed of confidentially and in accordance with data protection legislation.

9) Right to Complain

You have the right to complain to the Information Commissioner’s Office (ICO).

Please note that the National Data Opt Out does not apply to this sharing of information.

For further information, please see your NHS data matters