The policy sets out the different areas where user privacy is concerned and outlines the obligations and requirements of the users, the website and website owners. Furthermore the way this website processes, stores and protects user data and information will also be detailed within this policy.
- Information which you supply on the forms on the website is emailed directly to me, not stored on this website
- Case notes are hand written and stored in a fireproof safe. When on the move, they are in a locked folder
- I am legally bound by my insurance company to hold your case notes for 7 years
- If I have not heard from you in 3 years, I will delete your contact details and emails
- With your permission, I share preferred contact details with Neal’s Yard, for online bookings
- All other info is kept strictly confidential though your name might be seen by my bookkeeper and accountant
- I might need to seek guidance and clarity about your case from my supervisor, on an anonymous basis
- Contact details and email communication is cloud based and encrypted, provided by a reputable company and computers and mobile phone are both password protected and encrypted
How will I use and store your data?
Your privacy is of utmost importance. I am currently taking steps to become fully GDPR compliant.
I will take information about your presenting complaint and symptoms for the purposes of making a full traditional diagnosis, formulating treatment strategy and treatment planning. Any relevant medical and family history you tell me is used for making a full traditional diagnosis, formulating treatment strategy and treatment planning. I will take your GP’s name and address and use it to contact your GP should there be an emergency and because it is a mandatory requirement in the British Acupuncture Code of Professional Conduct.
All personal data that I collect about you for is stored in a locked filing cabinet under a personal file under your name. My electronic devices are password protected.
How long will I keep your information?
I will keep your personal data for no longer than reasonably necessary. Patient records a kept for a period of 7 years in accordance with the British Acupuncture Code of Professional Conduct.
I will then shred any paper files and I will delete your information from my contacts list on all my electronic devices.
View, change or request deletion of your personal information
At any time, you can visit this page to request to view, update, delete your personal details or report a data breach, if you are concerned that one a has taken place.
Sharing your information
With your permission, I need to share your preferred contact details with Neal’s Yard, to make a booking (more information below). Your name might be seen by my bookkeeper and accountant.
The rest of your information will be kept strictly confidential unless there are legal grounds for me to disclose something which you have told me. to a third party. I will always inform you if I feel that disclosure is necessary and seek your permission and co-operation first. I might also need to contact your doctor for medical reasons, and for this purpose, I will also seek your permission.
Your personal data will be treated as strictly confidential, and might be shared for the flowing reasons, with your permission:
- with named third parties with your explicit consent;
- with the relevant authority such as the police or a court, if necessary for compliance with a legal obligation to which we are subject e.g. a court order
- with your doctor or the police if necessary to protect yours or another person’s life
- with the police or a local authority for the purpose of safeguarding a children or vulnerable adults; or
- with my regulatory body, the British Acupuncture Council, or my insurance company in the event of a complaint or insurance claim being brought against me; or
- if my solicitor in the event of any investigation or legal proceedings being brought against me.
Should there be a need for me to seek guidance and clarity about your case from my supervisor, I will mention only the necessary case details, on an anonymous basis, in our confidential session. This is routine for health and wellbeing providers.
For further details about the situations when information about you might be
shared please see the Information Commissioner’s website.
Neal’s Yard online booking software
Neal’s Yard, where I practice, use an online booking system which have their own privacy policies. I recommend that you read their privacy policies so you can understand the manner in which your personal information will be handled.
In particular, remember that certain providers may be located in or have facilities that are located in a different jurisdiction than either you or us. So if you elect to proceed with a transaction that involves the services of a third-party service provider, then your information may become subject to the laws of the jurisdiction(s) in which that service provider or its facilities are located.
If you wish to remove your self from the Neal’s Yard booking system, please contact them on email@example.com.
Paying by card, over the phone, for your first appointment
Neal’s Yard, where I practice, require that initial consultation appointments are paid for by card, over the phone.
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies to all UK national laws and requirements for user privacy.
Contact and communication
Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 1998. I also adhere to the General Data Protection Regulations (GDPR) 2018. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.
Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. External links are clickable text / banner / image links to other websites.
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
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To exercise all relevant rights, queries of complaints please in the first instance contact us at firstname.lastname@example.org. You can contact the Information Commissioners Office on 0303 123 1113 or via email ico.org.uk/global/contact-us/email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire.
Date: July 2018
Edited and customised by: Bryan Melville