In order to be able to provide you with care, we have to keep some personal information about you. Some of this is held electronically and some is paper-based.
When you supply your personal details to this clinic they are stored and processed for 4 reasons (the bits in bold are the relevant terms used in the General Data Protection Regulation – ie the law):
1. We need to collect personal information about you in order to provide you with the best possible care. Your requesting treatment or coaching, 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 or coaching.
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 can contact you in order to confirm your appointments with us or to update you on matters related to your care. This again constitutes “Legitimate Interest”, but this time it is your 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 – just let us know by any convenient method.
We have a legal obligation to retain your records for a minimum of 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 as follows:
- Paper records are kept locked away in the clinic, and the offices are always locked out of working hours.
- Electronic records are stored “in the cloud”, using a specialist medical records 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.
- Some information is stored on the office computer. These are password-protected, backed up regularly, and the offices are locked out of working hours.
Under no circumstances will your information be shared with any third party without your signed permission (this may sometimes be requested for insurance claims, or by your doctor). You are always free to refuse to share your treatment records with others.
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 online diary & medical records service which stores and processes our files (currently Cliniko)
- Your practitioner(s) at the clinic in order that they can provide you with treatment
- Our reception staff, because they organise our practitioners’ diaries, and coordinate appointments (but they do not have access to your medical history or sensitive personal information)
- We also use Mailchimp and CliniqApps to coordinate some of our messages, so your name, email address and mobile number may be saved on their servers.
Last update: 25/05/2018