(Why we collect your personal data and what we do with it)
When you supply your personal details to this clinic they are stored and processed for 2 reasons (the bits in bold are the relevant terms used in the General Data Protection Regulations – ie the law):
- We think that it is important that we can contact you in order to confirm your appointments with us or to update you on matters related to your medical care. This constitutes “Legitimate Interest” as we think it is in your interest to provide that information. We also ask you consent to communicate with you about your appointment. You may withdraw this consent but then we wouldn’t be able to confirm or remind you of your appointments.
- Provided we have your consent, we may occasionally send you general health information in the form of articles, advice or newsletters by email. You may withdraw this consent at any time – just let us know by any convenient method or by following the unsubscribe link on the newsletter.
We have a legal obligation to retain your records for 8 years after your most recent appointment (or age 25, if this is longer), but after this period you can ask us to delete your records if you wish. Otherwise, we will retain your records indefinitely in order that we can provide you with the best possible care should you need to see us at some future date.
Your records are stored using a specialist clinic diary management service. This provider has given us their assurances that they are fully compliant with the General Data Protection Regulations. Access to this data is password protected, and the passwords are changed regularly.
We also store some of your data on our office computers. These are password-protected and the office is locked out of working hours.
We use CCTV at Ashlins. The footage is stored on a password protected hard drive. You can request access to the footage by contacting our data controller whose details are at the end of this notice.
Your clinical records are held by your therapist and not by Ashlins. They need to collect personal information about your health in order to provide you with the best possible treatment, your requesting treatment and their agreement to provide that care constitutes a contract. You can, of course, refuse to provide the information, but if you were to do that the therapist would not be able to provide treatment. They also have a “Legitimate Interest” in collecting that information, because without it they couldn’t do their job effectively and safely. For information regarding your clinical records you should refer to your therapist’s privacy notice.
We will never share your data with anyone who does not need access without your written consent. Only the following people/agencies will have routine access to your data:
The clinic diary service (Private Practice Software by Rushcliff) who store and process our files
Your practitioner(s) in order that they can provide you with treatment
Our reception staff, because they organise our practitioners’ diaries, and coordinate appointments and reminders (but they do not have access to your medical history or sensitive personal information)
Other administrative staff, such as our bookkeeper. Again, administrative staff will not have access to your medical notes, just your essential contact details.
We also use Mailchimp, Boom-SMS and Sendgrid to coordinate our messages, so your name, mobile number and email address may be saved on their server.
You have the right to see what personal data of yours we hold, and you can also ask us to correct any factual errors. Provided the legal minimum period has elapsed, you can also ask us to erase your records. Of course, if you feel that we are mishandling your personal data in some way, you have the right to complain. You should do that to what is referred to in the jargon as the “Data Controller”.
Here are the details you need for that:
Sarah Oliver, Ashlins Natural Health, 181 Hoe Street, E17 3AP, firstname.lastname@example.org 020 8520 5268