AMANDA COOK - OSTEOPATH
GDPR PRIVACY NOTICE
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 – Amanda Cook-Osteopath, based at The Loft Clinic at The Craft Renaissance Gallery, Kemeys Commander, Usk. NP15 1JU, which hereafter for the purposes of this Privacy Notice will be referred to as the Osteopath, is pleased to provide the following information:
2 - Who I am
The Osteopath diagnose and treat health conditions. Treatments are carried out in accordance with the Institute of Osteopathy’s patient charter http://www.iosteopathy.org/osteopathy/the-patient-charter/.
3 - Personal Data
a) For the purposes of providing treatment, the Osteopath may require detailed medical information. I will only collect what is relevant and necessary for your treatment. When you visit my practice, I 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 the 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 my obligations as a primary healthcare practitioner 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 I will always inform you first unless I am under a legal obligation to comply.
b) For marketing purposes, the 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 the 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. The Osteopath does not broker your data and you can ask to be removed from my 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 my correspondence and phone calls and details of your visits to my website, including but not limited to, personally identifying information like Internet Protocol (IP) addresses.
f) Osteopaths will only collect the information needed so that I 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 Osteopaths
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 Osteopaths 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
Osteopaths will keep your personal information safe and secure, only staff engaged in providing your treatment will have access to your patient records. 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
Osteopaths 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. Records concerning minors who have received treatment will be retained until the child has reached the age of 25.
9 - Data storage
Data prior to September 2020 is stored in word documents on Amanda Cook-Osteopaths computer which is password protected and the passwords changed regularly, paper notes are stored securely in a locked filing cabinet at the clinic address provided at the end of this policy notice .
Patient records from October 2020 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 Osteopaths are in possession of, or processing your personal data, all data subjects have the following rights:
In the event that Osteopaths refuses your request under rights of access, I will provide you with a reason as to why, which you have the right to legally challenge. At your request Osteopaths 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
Osteopaths 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 Osteopaths is dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made to firstname.lastname@example.org or by phoning +44 07903 585665 or writing to us at the address further below.
In the event that you wish to make a complaint about how your personal data is being processed by Osteopaths 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:
Data Controller: Amanda Cook. Clinic address: The Loft Clinic at The Craft Renaissance Gallery, Kemeys Commander. NP15 1JU. ICO Registration number Z1070599
Telephone 07903 585665 or email: email@example.com
Wycliffe House, Water Lane, Wilmslow, SK9 5AF Telephone +44 (0) 303 123 1113 or email: https://ico.org.uk/global/contact-us/email/
Last updated 20th November 2020