Privacy Notice - Klinik

Klinik is an online system that allows patients to contact the practice by submitting medical or administrative requests.

When you use Klinik:

• You provide information about your symptoms or request 
• The system helps the practice assess your needs 
• Your request is reviewed by trained staff 
• You are directed to the most appropriate care (for example, advice, an appointment, or referral) 

Klinik helps the practice manage demand and improve access to care. It supports clinical decision-making but does not replace professional judgement.

Information you submit may be added to your medical record where relevant.

1) Data Controller contact details

All Croydon GP Practices

2) Data Protection Officer contact details

Contact Luara Watson via email

3) Purpose of the processing

Klinik is a digital patient flow and triage platform used to manage incoming patient requests and support clinical decision-making.

The system is used to:

• Collect information from patients about their symptoms or administrative requests 
• Support structured clinical triage using configured pathways and workflows 
• Direct patients to the most appropriate care pathway (e.g. self-care, GP, urgent care) 
• Assist the practice in managing demand, prioritising care, and improving access 

Information submitted via Klinik is reviewed by trained staff and may be incorporated into the patient’s medical record. The system supports decision-making but does not replace clinical judgement.

4) Lawful basis for processing

We process personal data and special category health data submitted through Klinik under the following lawful bases:

• Article 6(1)(e) – Public task - Processing is necessary for the performance of a task carried out in the public interest, namely the provision of NHS healthcare services. 
• Article 9(2)(h) – Provision of health or social care - Processing is necessary for the purposes of preventative or occupational medicine, medical diagnosis, and the provision of health or social care.

Processing is required to deliver direct care, including triage, assessment, diagnosis, and treatment.

We may also rely on:

• Article 6(1)(c) – Legal obligation 
• Article 9(2)(i) – Public health 

Klinik may use structured triage pathways to support the handling of requests. However, no decisions are made solely by automated means, and all submissions are reviewed by appropriately trained staff.

5) Recipient or categories of recipients of the shared data

Information submitted through Klinik may be shared with:

• Authorised clinicians and administrative staff within the practice 
• Other NHS healthcare organisations involved in the patient’s direct care 
• Klinik Healthcare Solutions UK Ltd as the system provider (data processor) 
• Approved IT and hosting providers supporting system infrastructure 

All data sharing is subject to strict contractual, confidentiality, and data protection obligations.

6) Rights to object 

You have the right to object to some or all of 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 

The data will be retained for active use during the processing and thereafter according to NHS Policies and the law.

9) Right to Complain

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

10) Automated Decision Making 

Klinik uses structured triage pathways and algorithms to support the assessment and routing of patient requests however:

• No decisions are made solely by automated means 
• All submissions are reviewed by appropriately trained staff 
• Clinical responsibility remains with the healthcare provider 

Patients can request human review where appropriate.

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