This document refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.
The General Data Protection Regulation (GDPR) which is EU wide and far more extensive than its predecessor the Data Protection Act, along with the Privacy and Electronic Communications Regulations (PECR), seek to protect and enhance the rights of EU data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU and its storage within the EEA.
1 – Hadley Wood Healthcare, based at 28 Crescent West, EN4 0EJ and 20 Wellington Square KA7 1EZ which hereafter for the purposes of this Privacy Notice will be referred to as HHC, is pleased to provide the following information:
2 - Who we are
Hadley Wood Healthcare offers a range or conventional, complementary / alternative medicine treatments. Treatments are carried out in accordance with the relevant professional standards set out by the governing bodies representing the various professional disciplines working from the clinics based at 28 Crescent West, EN4 0EJ and 20 Wellington Square KA7 1EZ. Details about our range of services and health professionals can view on line at www.hhc.healthcare
3 - Personal Data
a) For the purposes of providing treatment, our pre-vetted health professionals may require detailed medical information. We will only collect what is relevant and necessary for your treatment. When you visit our practice, we will make notes which may include details concerning your medication, treatment and other issues affecting your health. This data is always held securely, is not shared with anyone not involved in your treatment, although for data storage purposes it may be handled by pre-vetted staff who have all signed an integrity and confidentiality agreement. To be able to process your personal data it is a condition of any treatment that you give your explicit consent to allow health professionals to document and process your personal medical data. Contact details provided by you such as telephone numbers, email addresses, postal addresses may be used to remind you of future appointments and provide reports or other information concerning your treatment.
b) For marketing purposes, HHC may also use the contact details provided by you to respond to your enquiries, including making telephone contact and emailing information to you which the practice believes may be of interest to you.
c) In making initial contact with the practice you consent to HHC maintaining a marketing dialogue with you until you either opt out (which you can do at any time) or we decide to desist in promoting our services. HHC may occasionally also act on behalf of its patients in the capacity of data processor, when we may promote other practitioners based at our premises, who may not be employed by us. HHC does not broker your data and you can ask to be removed from our marketing database by emailing or phoning the practice using the contact details provided at the end of this Privacy Notice.
d) Some basic personal data may be collected about you from the marketing forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to, personally identifying information like Internet Protocol (IP) addresses.
f) HHC will only collect the information needed so that we can provide you with the services you require, the business does not sell or broker your data.
4 - Legal basis for processing any personal data
To meet our contractual obligations obtained from explicit Patient Consent and legitimate interest to respond to enquiries concerning the services provided.
5 - Legitimate interests pursued by Osteopaths
To promote treatments for patients with all types of health problems including back pain and neck pain, tennis elbow, frozen shoulders, sciatica, headaches, sports injuries, and other degenerative conditions.
6 – Consent
Through agreeing to this privacy notice you are consenting to HHC processing your personal data for the purposes outlined. You can withdraw consent at any time by using the postal, email address or telephone number provided at the end of this Privacy Notice.
7 – Disclosure
HHC will keep your personal information safe and secure, only pre-vetted staff engaged in providing your treatment will have access to your patient records, although our pre-vetted administration team will have access to your contact details so that they can make appointments and manage your account. HHC will not disclose your Personal Information unless compelled to, in order to meet legal obligations, regulations or valid governmental requests. The practice may also enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of its staff.
8 - Retention Policy
HHC will process personal data during the duration of any treatment and will continue to store only the personal data needed for eight years after the contract has expired to meet any legal obligations. After eight years all personal data will be deleted, unless basic information needs to be retained by us to meet our future obligations to you, such as erasure details. Records concerning minors who have received treatment will be retained until the child has reached the age of 25.
9 - Data storage
All Data is held in the United Kingdom. HHC does not store personal data outside the EEA.
10 - Your rights as a data subject
At any point whilst HHC are in possession of, or processing your personal data, all data subjects have the following rights:
In the event that HHC refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge. At your request HHC can confirm what information it holds about you and how it is processed.
11 - You can request the following information:
12 - To access what personal data is held, identification will be required
HHC will accept the following forms of identification (ID) when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If HHC is dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made to firstname.lastname@example.org or by phoning 01292 260 334 or writing to us at the address further below.
In the event that you wish to make a complaint about how your personal data is being processed by HHC you have the right to complain to us. If you do not get a response within 30 days, you can complain to the ICO.
The details for each of these contacts are:
Hadley Wood Healthcare (HHC)
20 Wellington Square, Ayr. KA7 1EZ Telephone 01292 260 334 or email: email@example.com
Wycliffe House, Water Lane, Wilmslow, SK9 5AF Telephone 0303 123 1113 or email: https://ico.org.uk/global/contact-us/email/