(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 in conjunction with the new General Data Protection Regulation 2018.
1. 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.
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 via automated email 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 information about the clinic. 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 up to age 25, if your last appointment you were under 17). After this time, we will then legally shred your records. You can at any time request a full copy of your records which we will organize for you within 30 days.
Your records are stored
On paper, in locked filing cabinets, and the offices are always locked and alarmed out of working hours.
Electronically (“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.
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 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 organize our practitioners’ diaries, and coordinate appointments. (but they do not have access to your medical history or sensitive personal information)
We also use Mailchimp to coordinate our messages, so your name and email address may be saved on their server.
You have the right to see what personal data of yours we hold, and you can 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 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 the “Data Controller”.
15a Woodlands Drive, Harrogate, HG2 7AT