Managing personal information with the NHS Login and Personal Demographic Service

NHS Login

Please note that if you access our service using your NHS login details, the identity verification services are managed by NHS England. NHS England is the controller for any personal information you provided to NHS England to get an NHS login account and verify your identity, and uses that personal information solely for that single purpose. For this personal information, our role is a “processor” only and we must act under the instructions provided by NHS England (as the “controller”) when verifying your identity. See NHS login’s Privacy Notice and Terms and Conditions.

This restriction does not apply to the personal information you provide to us separately.

NHS Personal Demographic Service (PDS)

If you are receiving care from a health or care organisation, then that organisation may share your NHS number with other organisations providing your care.  This is so that the health and care organisations are using the same number to identify you whilst providing your care.  By using the same number, the health and care organisations can work together more closely to improve your care and support. Graphnet acts as the Data Processor for managing information to provide the shared care record platform where relevant health care data, such as that provided from PDS will be processed.

Your NHS number is accessed through an NHS service called the Personal Demographic Service (PDS).  A health or care organisation sends basic information such as your name, address and date of birth to the PDS in order to find your NHS Number. Once retrieved from the PDS the NHS Number is stored in the organisation’s case management system.  These data are retained in line with the organisation’s record retention policies and in accordance with the Data Protection Act 2018, Government record retention regulations and best practice. 

The organisation will share information only to provide health and care professionals directly involved in your care access to the most up-to-date information about you.  Access to information is strictly controlled, based on the role of the professional.  For example, social workers will only have access to information that is relevant to the execution of their care duties.

Case management systems are provided by system suppliers, who are bound by the same rules.  In such cases, systems may access the PDS directly or use third party software to access the PDS, such as the PDS FHIR API.

The use of joined up information across health and social care brings many benefits. One specific example where this will be the case is the discharge of patients into social care.  Delays in discharge (commonly known as bed blocking) can occur because details of social care involvement are not readily available to the staff on the hospital ward.  The hospital does not know who to contact to discuss the ongoing care of a patient.  The linking of social care and health information via the NHS Number will help hospital staff quickly identify if social care support is already in place and who the most appropriate contact is.  Ongoing care can be planned earlier in the process because hospital staff will know who to talk to.

You have the right to object to the processing of your NHS Number in this way.  This will not stop you from receiving care but will result in the benefits outlined above not being realised.  To help you decide, the health or care organisation will discuss with you how this may affect their ability to provide you with care, and any other options that you have.

If you wish to opt-out from the use of your NHS Number in this way, please ensure you contact your healthcare providers direct.