Scope
This document refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.
The General Data Protection Regulation (GDPR) which is EU wide and far more extensive than its predecessor the Data Protection Act, along with the Privacy and Electronic Communications Regulations (PECR), seek to protect and enhance the rights of EU data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU and its storage within the EEA.
1 – Jane Bell,
a sole trader operating under the name SOS Osteopath and based at 19 Cranley Gardens, Shoeburyness, Essex, SS3 9JP, is pleased to provide the following information:
2 - Who we are
SOS Osteopath is licenced to diagnose and treat health conditions using Osteopathy and Acupuncture in accordance with her registration with the General Osteopathic Council (Registration number 7784). Treatments are carried out in accordance with the Institute of Osteopathy’s patient charter http://www.iosteopathy.org/osteopathy/the-patient-charter/ and the British Medical Acupuncture Society Code of Practice http://www.medical-acupuncture.co.uk/Portals/0/BMASCodeofPracticev9Dec2009.pdf
3 - Personal Data
a) For the purposes of providing treatment, SOS Osteopath may require detailed medical information. We will only collect what is relevant and necessary for your treatment. When you visit our practice, we will make notes which may include details concerning your medication, treatment and other issues affecting your health. This data is always held securely, is not shared with anyone not involved in your treatment, although for data storage purposes it may be handled by pre-vetted staff who have all signed an integrity and confidentiality agreement. To be able to process your personal data it is a condition of any treatment that you give your explicit consent to allow SOS Osteopath to document and process your personal medical data. Contact details provided by you such as telephone numbers, email addresses, postal addresses may be used to remind you of future appointments and provide reports or other information concerning your treatment. As part of our obligations as primary healthcare practitioners there may be circumstances related to your treatment, on-going care or medical diagnosis that will require the sharing of your medical records with other healthcare practitioners e.g GPs, consultants, surgeons and/or medical insurance companies. Where this is required we will always inform you first unless we are under a legal obligation to comply.
b) For marketing purposes, SOS Osteopath may also use the contact details provided by you to respond to your enquiries, including making telephone contact and emailing information to you which the practice believes may be of interest to you.
c) In making initial contact with the practice you consent to SOS Osteopath maintaining a marketing dialogue with you until you either opt out (which you can do at any time) or we decide to desist in promoting our services. SOS Osteopath do not broker your data and you can ask to be removed from our marketing database by emailing or phoning the practice using the contact details provided at the end of this Privacy Notice.
d) Some basic personal data may be collected about you from the marketing forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to, personally identifying information like Internet Protocol (IP) addresses.
e) SOS Osteopath’s website uses cookies, which is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. www.southendosteopath.co.uk uses cookies to help SOS Osteopath to identify and track visitors and their website access preferences. SOS Osteopath’s website visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using SOS Osteopath’s website.
f) SOS Osteopath will only collect the information needed so that we can provide you with the services you require, the business does not sell or broker your data.
4 - Legal basis for processing any personal data
To meet our contractual obligations obtained from explicit Patient Consent and legitimate interest to respond to enquiries concerning the services provided.
5 - Legitimate interests pursued by SOS Osteopath
To promote treatments for patients with all types of health problems indicated for osteopathic care.
6 – Consent
Through agreeing to this privacy notice you are consenting to SOS Osteopath processing your personal data for the purposes outlined. You can withdraw consent at any time by using the postal, email address or telephone number provided at the end of this Privacy Notice.
7 – Disclosure
SOS Osteopath will keep your personal information safe and secure, only staff engaged in providing your treatment will have access to your patient records, although our administration team will have access to your contact details so that they can make appointments and manage your account. Osteopaths will not disclose your Personal Information unless compelled to, in order to meet legal obligations, regulations or valid governmental requests. The practice may also enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of its staff.
8 - Retention Policy
SOS Osteopath will process personal data during the duration of any treatment and will continue to store only the personal data needed for eight years after the contract has expired to meet any legal obligations. After eight years all personal data will be deleted, unless basic information needs to be retained by us to meet our future obligations to you, such as erasure details. Records concerning minors who have received treatment will be retained until the child has reached the age of 25.
9 - Data storage
Patient records are stored on Cliniko, a cloud based solution located in Australia. Cliniko has signed a contract with this practice to protect patient data subject rights in accordance with GDPR.
10 - Your rights as a data subject
At any point whilst SOS Osteopath are in possession of, or processing your personal data, all data subjects have the following rights:
In the event that SOS Osteopath refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge. At your request SOS Osteopath can confirm what information it holds about you and how it is processed.
11 - You can request the following information:
12 - To access what personal data is held, identification will be required
SOS Osteopath will accept the following forms of identification (ID) when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If SOS Osteopath is dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made to jane@southendosteopath.co.uk or by phoning +44 (0)1702 911 920 or writing to us at the address further below.
13 Complaints
In the event that you wish to make a complaint about how your personal data is being processed by SOS Osteopath you have the right to complain to us. If you do not get a response within 30 days, you can complain to the ICO.
The details for each of these contacts are:
Jane Bell, SOS Osteopath
Telephone 01702 911 920 or email: jane@southendosteopath.co.uk
ICO
Wycliffe House, Water Lane, Wilmslow, SK9 5AF Telephone +44 (0) 303 123 1113 or email: https://ico.org.uk/global/contact-us/email/
