Why personal data is collected and what we do with it
When you provide your personal details to this clinic they are stored and processed for the following reasons:
We need to collect personal data about your health (or in the case of minors/children, their health with the consent of the parent or guardian) to give you the best possible treatment. Your treatment request and our agreement to offer that care establishes a contract. You can refuse to provide the information, but if you were to do that we would not be able to offer treatment.
We have a legitimate interest in collecting that information, because without it we couldn’t give you a treatment safely.
It is also important that we can contact you to confirm your appointments or to update you on matters related to your chiropractic care.
We may sometimes send you general health information in the form of articles, advice or newsletters.
Only if we have your consent – you may withdraw this consent at any time – just let us know.
We have a legal obligation to keep your records for 8 years after your most recent appointment (or age 25, if this is longer).
Your records are stored:
– On paper (in locked filing cabinets) and the offices are always locked and covered by CCTV out of working hours.
– Electronically on our office computers. These are password-protected, backed up regularly, and the office(s) are locked and covered by CCTV out of working hours.
– Data is backed up at a secure external data site provider.
– We also have CCTV cameras in operation in common parts of the clinic to protect staff, visitors, our computers and the premises. They are not used to store or record medical data or positioned within treatment rooms.
We will never share your data with anyone who does not need access without your written consent. Only the following staff will have access to your data:
– The medical records service who store and process our files
– Your chiropractor/osteopath/massage therapist in order that they treat you/
– Our reception staff, because they manage our clinical team’s diaries, and coordinate appointments and reminders
– Other administrative staff, such as our bookkeeper.
All administrative staff will not have access to your medical notes, just your essential contact details.
You have the right to see what personal data we hold, and you can also ask us to correct any factual errors.
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 reason to do so.
If you feel that we are mishandling your personal data, you have the right to complain.
If you are not satisfied with our response, then you have the right to raise the matter with the ICO.
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