Details of information used for specific purposes : Medicines Optimisation


Data Controller(s)

NHS Sheffield CCG


Controlled Drugs Monitoring - The CCG has a duty to assist the relevant Controlled Drug Accountable Officer (CDAO) of NHS England in the carrying out of the CDAO’s functions under The Controlled Drugs (Supervision of Management and Use) Regulations 2013. These regulations aim to strengthen the governance arrangements for the use and management of controlled drugs.


Minor Ailments - The Minor Ailments Scheme enables you to receive prescription medications, to treat a range of common conditions, direct from the pharmacist without a GP prescription.


Type of information Used

Pseudonymised information and Special Category (health information)

Legal basis

GDPR Article 6(1)(e) – processing is necessary for the performance of a task carried out in the exercise of official authority vested in the controller.

Relevant legislation: The Controlled Drugs (Supervision of Management and Use) Regulations 2013

GDPR Article 9(2)(h) processing is necessary for the purposes of the provision of health or social care or treatment or the management of health or social care systems and services.

Common Law Duty of Confidentiality – for Controlled Drugs Monitoring it is a legal requirement for the CCG to undertake this work under The Controlled Drugs (Supervision of Management and Use) Regulations 2013


How we collect (the source) and use the information

Community Pharmacists enter records of patients seen along with their medical condition. The pseudonymised version are shared for payment and service planning purposes

Data Processors

UKFAST web hosting

Your Rights

With regards to Medicines Management under GDPR you have the right:

  • To be informed about the processing of your information (this notice)
  • Of access to the information held about you
  • To have the information corrected in the event that it is inaccurate
  • Not to be subject automated decision-taking or profiling

To be notified of data breaches

How long we will keep the information

Locally held controlled drugs information will be kept for 7 years.

NHS England and NHS Business Services Authority guidance for controlled drugs can be found at: and    

NHS BSA will keep primary data on controlled drugs for 20 years then review.

Who we will share the information with (recipients)

This information is shared between GP Practices, the CCG and NHS England.

This is a printable version of