COVID UPDATE: In line with the recommendations of the public health bodies I will continue to wear PPE and to allow extra time for cleaning between appointments. It is still recommended that patients should wear a face covering when receiving treatment unless exempt. For more information please refer to the COVID-19 risk assessment.
What is personal data?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. Examples of personal data we may hold about you include your contact and appointment details.
Special category data is a sub-category of personal data. Examples of special category data we may hold about you include your patient notes.
How do we process your personal data?
We comply with our obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. We use your personal data for the purposes set out below.
We use your name, address, telephone number and email address to make and rearrange appointments.
We keep a permanent attendance register which records all appointments for patients attending our clinic to keep a record of when you were treated for tax purposes and to secure potential evidence in the event of a criminal prosecution, civil litigation, insurance claim or complaint to our regulatory body, the General Osteopathic Council.
We use your presenting complaint and symptoms reported by you for the purposes of making a full diagnosis, formulating treatment strategy and treatment planning.
We use any relevant medical and family history you have told us for making a full diagnosis, formulating treatment strategy and treatment planning.
We use our clinical findings about your health and wellbeing for making a full diagnosis, and formulating treatment strategy and treatment planning.
We keep a record of and refer to that record of any treatment given and details of progress of your case, including reviews of treatment planning to enable us to: review the full diagnosis, treatment strategy and planning; and to secure evidence in the event of criminal proceedings, civil litigation, an insurance claim or complaint.
We record and use any information and advice that we have given, especially when referring patients to any other health professional, to help you to receive the most appropriate treatment and to secure evidence in the event of criminal proceedings, civil litigation, an insurance claim or complaint.
We record any decisions made in conjunction with you to help you to receive the most appropriate treatment and to secure evidence in the event of criminal proceedings, civil litigation, an insurance claim or complaint.
In the event of an adverse incident occurring to any of our patients we report the matter to the General Osteopathic Council and to our insurance company to enable the insurance company to deal with any potential claims and to help the General Osteopathic Council to develop its safe practice guidelines, as well as providing research data and information for the GOsC’s insurers and other interested parties.
When someone visits our website we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
We use website cookies to improve user experience of our website by enabling our website to ‘remember’ users, either for the duration of their visit – using a ‘session cookie’ – or for repeat visits – using a ‘persistent cookie’.
Our website search is run internally and does not include outside sources. Search queries and results are logged anonymously to help us improve our website and search functionality. No user specific data is collected by us or any third party.
We use a third party service to help maintain the security and performance of our website. To deliver this service it processes the IP addresses of visitors to our website.
We use a third party service, Pixel Internet, to host our website including publishing our blog. This site is hosted by Pixel Internet. We use a standard analytics service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it.
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Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared:
For further details about the situations when information about you might be shared please see the Information Commissioner’s website at https:// ico.org.uk/for-the-public/personal-information/ sharing-my-info/
How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary.
We keep patient records for a period of 8 years after your last consultation with us or in case of your death, in accordance with the General Osteopathic Council Practice Standards (https:// www.osteopathy.org.uk/ standards/osteopathic-practice/) and as required by the Insurer.
Personal information of children will be kept until their 25th birthday, as required by our regulating body and insurer.
In case of your practitioner ceasing to practise or their death, arrangements have been made that the records continue to be kept safely and are accessible to you if required.
Your personal data will be checked for accuracy and updated if necessary every time you visit the clinic.
All information about you will be held securely by us, whether the information is in electronic or physical format. We store your personal data on a secure database, password protected and we use up to date antivirus software. We also store your personal data electronically on an external hard disk as backup, which is locked up in a secure location.
Our patient notes are in paper format and also stored in a locked up and secure location.
After the required period of holding your personal information electronic data and data in paper format will be destroyed. At any time you may request that changes are made to your contact details.
For further information about GDPR, please contact the Information Commissioners Office on 0303 123 1113 or via email https:// ico.org.uk/ global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
Last Updated: November 2020