When you supply your personal details to this clinic they are stored and processed for 4 reasons (the bits in bold are the relevant terms used in the Data Protection Act 2018, which includes the General Data Protection Regulation – ie the law):
- 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.
- We have a 'Legitimate Interest' in collecting that information, because without it we couldn’t do our job effectively and safely.
- We also think that it is important that we can contact you 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.
- 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 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 until you are aged 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 at some future date.
Your records are stored in several ways:
- On paper, in locked filing cabinets, and the offices are always locked out of working hours
- On our office computers. These are password-protected, backed up regularly, and the offices are locked out of working hours.
- We use Squarespace Scheduling to manage appointments, client communication and online booking. As such Squarespace acts as a Data Processor on our behalf as defined under GDPR. The details of how Squarespace undertake this can be found in the Squarespace Data Processing Addendum .
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:
- Your practitioner(s) in order that they can provide you with treatment
- Our administration staff and assigned Data Processors, because they organise our practitioners’ diaries, and coordinate appointments and reminders (but they do not have access to your medical history or sensitive personal information)
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.