Privacy Notice – Docmail

Docmail Ltd is acting as a data processor. We provide them with names & addresses and a template letter (e.g. an invitation for flu vaccination), and Docmail perform a mail merge and post the letter to those patients. The least amount of sensitive data is provided to Docmail.

1) Data Controller contact details

Frome Medical Practice
Frome Medical Centre
Enos Way
BA11 2FH

Telephone: 01373 301301

2) Data Protection Officer contact details

Kevin Caldwell
GP Data Protection Officer
Somerset CCG
Wynford House
Lufton Way
BA22 8HR

Telephone: 01935 384000


3) Purpose of the processing

To enable Frome Medical Practice to send out letters to patients regarding their medical care. This is for direct care purposes.

4) Lawful basis for processing

The following Article 6 and 9 conditions apply:

Article 6(1)(e) ‘…necessary for the performance of a task carried out in the public interest or in the exercise of official authority…’.

Article 9(2)(h) ‘necessary for the purposes of preventative 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.” 

We will consider your rights established under UK case law collectively known as the “Common Law Duty of Confidentiality”*

5) Recipient or categories of recipients of the processed data

Docmail Ltd acting as data processor.

6) Rights to object

Article 6(1)(e) gives the data subject the right to object. If you wish to do so please contact the practice.

7) Right to access and correct

You have the right to access any identifiable data that is being shared and have any inaccuracies corrected.

8) Retention period

Docmail delete all personal/sensitive data provided to them under the agreement within 30 days.

9) Right to complain

You have the right to complain to the Information Commissioner’s Office, you can use this link or calling their helpline 0303 123 1113 (local rate) or 01625 545 745 (national rate).