For more information, read the full Information sharing policy by downloading the accessible Word document at the end of this page.
Who the policy applies to
- patients and members of the public
- NHS Essex staff
- contractors and organisations working with NHS Essex
Why this policy is important
Sharing information can improve care and help services work together. It allows staff to support people, especially those with complex needs.
At the same time, people’s information must be protected. This policy helps NHS Essex balance these needs by sharing information safely and only when needed.
Sharing information safely
NHS Essex shares information to support care and services.
It makes sure that:
- information is only shared when there is a clear reason
- the amount shared is kept to a minimum
- information is handled securely at all times
Protecting your privacy
Your personal information includes details like your name, address or health data.
NHS Essex:
- keeps your information confidential
- protects sensitive information carefully
- shares information in a way that respects your rights
Consent and choice
In most cases, NHS Essex will ask for your permission before sharing your information.
However, information may be shared without consent when:
- the law requires it
- it is needed to protect someone from harm
- there is a strong public interest
Deciding when to share information
Before sharing information, staff consider what is needed and why.
They check:
- if sharing is necessary
- if the information can be anonymised (so you cannot be identified)
- what the possible risks are
- whether consent is required
Sharing information between organisations
Information may be shared between NHS services and other organisations involved in your care.
To keep this safe:
- clear agreements are in place
- secure systems are used
- information is protected during transfer
Using information for planning and research
Sometimes information is used for purposes beyond direct care, such as planning or research.
In these cases:
- anonymised data is used where possible
- your consent may be required
- strict rules protect your identity
Roles and responsibilities
- staff must understand how to share information safely
- staff must protect confidential information at all times
- NHS Essex must provide secure systems and guidance
- concerns or risks must be reported and managed quickly
Policy review
This policy was approved on 1 April 2026 and is due for review in April 2028.
For full details, download the accessible Word version of the policy below.