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(Why we collect your personal data and what we do with it)
Why we collect your data
When you supply your personal details to this practice they are stored and processed for four reasons (the terms in bold are those relevant terms used in the Data Protection Act 2018, which includes the General Data Protection Regulation):
1. We need to collect personal information about your health in order to provide you with the best possible treatment. You requesting treatment and our agreement to provide that care constitutes a contract. You can, of course, refuse to provide the information, but if you were to do that we would not be able to provide treatment.
2. We have a “Legitimate Interest” in collecting that information, because without it we couldn’t do our job effectively and safely.
3. We also think that it is important that we are able to make contact with you in order to confirm your appointments with us or to update you on matters related to your medical care. This again constitutes “Legitimate Interest”.
4. Provided we have your consent, we may occasionally send you general health information in the form of articles, advice or newsletters. You may withdraw this consent at any time by unsubscribing or by getting in touch with us in a way most convenient to yourself.
We have a legal obligation to retain your medical records for 8 years after your most recent appointment (or up to the age of 25, where the records are those of a child), but after this period you can ask us to delete your records if you wish.
Your medical records are stored on paper, in locked filing cabinets, and the building is always locked and alarmed out of working hours.
Your non-medical records are stored electronically (“in the cloud”). We have taken steps to ensure that this provider is fully compliant with the General Data Protection Regulations. Access to this data is password protected, and the passwords are changed regularly.
Some non-medical data is stored on our office computers. These are password -protected, backed up regularly, and the building is locked and alarmed out of working hours.
To communicate within the practice we make use of ‘Slack’, an encrypted messaging software. Here your personal non-medical information may be communicated between reception and the relevant practitioner or teacher to facilitate your appointment or treatment. Slack are self-certified with the EU-US Privacy Shield.
What we do with your data
- We will never share your data with anyone who does not need access without your written consent. Only the following people will have routine access to your data:
- Your practitioner(s) in order that they can provide you with treatment;
- Our reception staff, because they prepare our osteopath’s notes and in order to organise our practitioners’ diaries, and coordinate appointments. All reception staff have signed stringent non-disclosure agreements;
- We use Mailchimp to coordinate our messages, so your name and email address may be saved on their server. Mailchimp is fully GDPR compliant.
- From time to time, we may have to employ consultants to perform tasks which might give them access to your personal data (but not your medical notes). We will ensure that they are fully aware that they must treat that information as confidential, and we will ensure that they sign a non-disclosure agreement.
- You have the right to see what personal data of yours we hold, and you can also ask us to correct any factual errors. Contact us for a Data Subject Request Form.
- Provided the legal minimum period has elapsed you can also ask us to erase your records. Contact us for a Data Subject Erasure Request Form.
- Under certain conditions you have the right to restrict processing of your data
- You have the right to have your data transferred to other organisations including but not limited to osteopaths, medical consultants, physiotherapists and insurance companies.
We want you to be absolutely confident that we are treating your personal data responsibly, and that we are doing everything we can to make sure that the only people who can access that data have a genuine need to do so.
Of course, if you feel that we are mishandling your personal data in some way, you have the right to complain. Complaints need to be sent to what is referred to as the “Data Controller”. Here are the details you need for that:
telephone: 020 8694 2714
address: 81 Tressillian Road, Brockley, London SE4 1XZ
If you are not satisfied with our response, then you have the right to raise the matter with the Information Commissioner’s Office. Address: Wycliffe House, Water Lane, Wilmslow, SK9 5AF Telephone: 0303 123 1113 Email/Website: https://ico.org.uk
To view this Privacy Notice as a pdf, please click here.