(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 4 reasons;
- We need to collect personal information about your health in order to provide you with the best possible treatment. Your 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.
- We have a “Legitimate Interest” in collecting that information, because without it we couldn’t do our job effectively and safely.
- 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 osteopathic care. This again constitutes “Legitimate Interest”, but this time it is your legitimate interest.
- Provided we have your consent, we may occasionally send you general health information in the form of articles or advice. 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 8 years after your most recent appointment (or age 25, if this is longer), after
this period we will delete and destroy your records. Your records are stored;
- Case notes are stored on paper, in locked filing cabinets, and the offices are always locked out of working hours.
- Contact details, letters and emails are stored on our reception computer. These are password-protected, backed up regularly, and
the reception is locked out of working hours.
We will never share your data with anyone who does not need access without your written consent. Only the following people have
access to your data;
Your practitioner(s) in order that they can provide you with treatment 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.
You have the right to see what personal data of yours we hold, and you can also ask us to correct any factual errors. We cannot
erase your records until the legal minimum period has elapsed.
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.
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 the
“Data Controller”. Here are the details you need;
Clare Shaw, Tunbridge Wells Osteopaths, 5 Upper Grosvenor road, Tunbridge Wells, Kent, Tn1 2du.
Email F.A.O Clare Shaw to; firstname.lastname@example.org
If you are not satisfied with our response, then you have the right to raise the matter with the Information Commissioner’s Office.