The processing of personal data is governed by the General Data Protection Regulation 2016/679 (GDPR).
This notice is to explain why I collect your personal data, and what I do with it, and to ensure I am working in accordance with the new EU General Data Protection Regulation (GDPR). Please note as from September 2020 a QR code will be provided at each clinic to scan, however I am still obligated by legislation to collect contact details of each person who enters the clinics. If the clinics are contacted by Track & Trace your details will be passed to them. The processing of and handling of this data is a condition of agreeing to treatment.
When you supply your personal details to me, when we communicate by email, and when I take notes in the clinic, this information is stored and processed for four reasons in line with the GDPR requirements:
I 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 in law an (unwritten) contract.
I have a legitimate interest in collecting that information, because without it I couldn’t practice acupuncture effectively and safely.
I keep records of your contact information because I think that it is important that I can contact you in order to confirm your appointments with me or to update you on matters related to your medical care. This again constitutes a legitimate interest, but this time it is your legitimate interest.
Provided I have your consent (and this only needs to be verbal consent), I may occasionally send you individualised health information by email in the form of articles or advice. I will not send out generalised leaflets or advertisements. You may withdraw this consent at any time – just let me know by any convenient method.
I have a legal obligation to retain your records for 8 years after your most recent appointment (or after you have reached age 25, if this is longer), after which time they are shredded.
Your clinical records are stored only on paper, in individual files, and in a secure cabinet.
Any emails I might receive are stored on my password protected computer at home and are deleted within three months.
I am the only person who has access to your records and emails, however when booking an appointment in a shared clinic the clinic manager will be able to see your contact details and main complaint. I will never share your clinical record with anyone who does not have a legal right of access without your written consent. If you are a referred patient, I will ask for your permission to update the referring Practitioner.
You have the right to see what personal data of yours I hold, and you can also ask me to correct any factual errors. I am legally required to respond to any request from a client to see their personal data within a timescale of 30 days. However, I would ensure that I responded as soon as I possibly could to any reasonable request for access to personal records.
I want you to be absolutely confident that I am treating your personal data responsibly, and that I will do everything I can to make sure that the only people who can access that data have a genuine need to do so. In the case of my practice this would most likely apply in the situation of me needing to make a referral to another health professional or discussions with the clinic manager.
Of course, if you feel that I am mishandling your personal data in some way, you have the right to complain. Please first raise your concern with me, as I hope very much I will be able deal with any concerns you might have. However, you can also raise a concern directly with the Information Commissioner’s Office on https://ico.org.uk/concerns/
Please note that I have the right to refuse treatment or access to any of my clinics. This will happen if (but not limited to) aggressive, rude, threatening or inappropriate behaviour is shown towards myself or any clinic or colleague that I work with. If I deem you to demonstrate these behaviours and your treatment is through a gift voucher or plan, you will forfeit the voucher/plan. If these behaviours occur we may contact the relevant authorities to discuss.
CCTV does operate in some of our clinics (internally and externally of premises, but not within a treatment room) and the data is stored to a 'cloud' for 30 days. Only data that we deem is required will be downloaded and stored securely on a password protected machine.
Sharon Martin - March 2021.
If you have any concerns about the facilities or treatment you receive you do have the right to raise a complaint. Please raise your concern with me, as I hope very much that I would be able to deal with any of your concerns you may have, however, you can also raise a concern directly with:
Vale of White Horse & South Oxfordshire Council
Test Valley Council
West Oxfordshire Council