General data Protection Regulations (GDPR) Policy Statement
We understand the importance of keeping your personal information and data safe and secure. If you have any questions about the information below please feel free to get in touch.
1. Collection and use of your personal information
When you visit or contact us, we will ask you to provide us with personal details for our records. This could include your name, e-mail address, and postal address, date of birth, a medical questionnaire and other information that will help us treat you and allow us to contact you when necessary. Details of any treatment or advice are also held on your record.
Any information that you give us is held safely and securely and only stored for as long as we need it. (See below). Physical information is always stored in a locked container. Electronic data is stored on a password-protected computer and transferred using a secure email account.
We do not share your information unless we have your agreement to do so. This may involve contacting your GP, Consultant or Insurance Company. We would seek your consent to receive communication from us by mobile phone, e-mail or text messages.
2. Access to personal information
You have the right to access your personal information and this is known as a subject access request. If at any point you believe the information we have processed on you is incorrect, you may request that this information be corrected or deleted.
3. Retention of records
Retention schedules are governed by legal stipulations. Adult notes are stored for eight years from the date of the last treatment. Children’s records are stored for eight years after the child’s 18th birthday.
4. Your rights
You have the following rights regarding your personal data:
a) Right to be informed
b) Right of access
c) Right to rectification
You are entitled to have your personal data corrected if it is inaccurate or incomplete.
d) Right to erasure
This is also known as ‘the right to be forgotten’ and, in simple terms, enable you to request the deletion or removal of your personal data where there is no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
e) Right to restrict processing
You have the right to ‘block’ or supress further use of your personal data in certain circumstances. When processing is restricted, we can still store your personal data, but may not use it further.
f) Right of data portability
You have the right to obtain and reuse your personal data in a structured, commonly used and machine-readable format in certain circumstances. In addition, where certain conditions apply, you have the right to have such information transferred directly to a third party.
g) Right to object to processing
You have the right to object to us processing your personal data for our legitimate business interests or for direct marketing purposes (including in each case any related profiling).
h) Right to withdraw consent to processing
If you have given your consent to us to process your personal data for a particular purpose (for example, direct marketing), you have the right to withdraw your consent at any time (although if you do so, it does not mean that any processing of your personal data up to that point is unlawful).
i) Right to make a complaint to the data protection authorities
You have the right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy with how we have handled your personal data or believe our processing of your personal data does not comply with data protection law.
Should you wish to raise a complaint on how we have handled your personal data, please contact our clinical lead Michael Ashton who will investigate the matter.
If you are not satisfied with our response, or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) by:
- Letter: Information Commissioner’s Officer, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- Telephone: 0303 123 1113
- Online at ICO’s website: ico.org.uk