What happens to your data?


You have the right to accept or refuse any medical examination. However, to ensure the Diabetic Eye Screening Programme (DESP) screen your eyes properly and support the monitoring of your diabetic care we require your consent to:

  • Be screened and data to be held on a computer system accessible to healthcare professionals involved in your care.
  • Your anonymised data and images being used for training or research purposes.

Information from your eye screening episode, your GP Practice (Data Controller) and the Hospital (Data Controller) will be kept on a register of those with diabetes to provide this service and monitor your needs and the quality of care provided.  The register holds your full name, NHS number, gender, date of birth, phone numbers and correspondence addresses along with details of your GP Practice.  Prior to your approval, this can only be accessed by your GP Practice and the personnel directly involved in issuing your invitation letters and booking your appointment.

The DESP will keep information about you and your diabetes care to ensure we deliver a safe and quality service. Access to your personal and clinical information is governed by an NHS approved Security Policy.  The register is maintained by Health Intelligence Ltd (Data Processor) an independent company contracted by the NHS to deliver this service. The security arrangements protect your privacy; they require that your data is only accessed by your Retinal Screener and healthcare professionals involved in your care working for Health Intelligence Ltd or the NHS and only when it is genuinely needed for your care.

With your GP’s support, we will offer you a choice of appointments to view your records kept on the register. You will be able to see the information held about you, where it was obtained and learn how your information is accessed and used. We will be happy to answer any questions you may have. To help us to improve our service, please keep your GP Practice informed in writing about any changes to your address, mobility issues or any new disabilities.


Dispatch of Diabetic Eye Screening Invitation and Result Letters

Health Intelligence provides several Diabetic Eye Screening Programmes in England and currently sends invitation, reminder and result letters for over 500,000 patients with diabetes. This means we send 1.2 million letters a year to our patients and unfortunately are at full capacity, therefore we have investigated other ways to securely send your letters. We have chosen Synertec Ltd to deliver our letter dispatch service from June 2017. Letters are sent securely to Synertec who will print and dispatch them via Royal Mail.  To ensure the process is suitable, we have undertaken a Privacy Impact Assessment and are confident that Synertec will process your correspondence securely. The data is only retained for a short period which allows letters to be printed and dispatched. Once this has been completed all data is securely destroyed. Synertec already dispatch several million screening letters to patients on behalf of other NHS services and departments.

We have provided this document in a PDF format for you to download if required



Health Intelligence Data Protection Officer

For further information please contact:

Michael Pennington, Data Protection Officer
Health Intelligence Ltd
Saxon House
Moston Road
CW11 3HL

Email: dpo@health-intelligence.com
Tel: 01270 765124


Care Quality Commission Registered

Health Intelligence and it’s Diabetic Eye Screening Services are registered under the Care Quality Commission (CQC): 2033813192


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