(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 (the bold items are the relevant terms used in the general Data
Protection Regulation “GDPR” ie the law):
1. We need to collect personal information about your health in order to provide you with the best possible therapy. 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 any treatment.
2. We have a “Legitimate Interest” in collecting that information, as without it we could not carry out our job effectively and safely.
3. We also think that it is important we are able to contact 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”, 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 inform us 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), 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 in the future.
Your records are stored:
On paper, in a locked store room and the offices are always locked out of working hours.
Electronically “in the cloud” with a specialist medical records company. This provider has assured us that they are GPDR compliant. Access to this data is password protected and the passwords are changed regularly.
On our office computers which are also password protected, backed up regularly and the office is locked out of hours.
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:
The medical records service who store and process our files.
Your practitioner(s) in order that they can provide you with treatment.
Our reception staff, because they manage the practitioner diaries and coordinate appointments and reminders(but they do not have access to your medical history or sensitive information)
Other administrative staff, such as our book keeper. Again administrative staff will not have access to your medical notes just your essential contact details.
From time to time we may have to employ consultants to perform tasks which may give them access to your personal data (but not medical notes). We will ensure that they are themselves fully aware of the confidentiality required and insist they sign a non-disclosure agreement
prior to commencement.
You have the right to see what personal data of yours that we hold, you may also ask us to correct
any factual errors. Provided the legal minimum period has elapsed, you can also ask us to erase your records.
We want you to be absolutely confident that we are treating your personal data reasonably, and
that we are doing everything that we can to make sure that the only people who can access that data have a genuine need to so do.
Of course, if you feel that we are mishandling your data in some way, you have the right to complain. Complaints should be directed to the Data Controller. The details are as follows:
Olney Healthcare Clinic Ltd
First Floor 9 High Street