I work in accordance with the EU General Data Protection Regulation (GDPR).
This Policy explains why I collect your personal data, what I do with it, and ensures that I am working in accordance with the GDPR.
When you supply your personal details to me, when we communicate by email, and when I take notes in the clinic, this information is stored and processed for four reasons in line with the GDPR requirements:
1. I collect personal information about your health in order to provide you with appropriate treatment. Your requesting treatment and our agreement to provide that care constitutes in law an (unwritten) contract.
2. I have a legitimate interest in collecting that information, because without it I could not practice acupuncture effectively and safely.
3. I keep records of your contact information so that I can contact you in order to confirm your appointments with me or to update you on matters related to your medical care. This constitutes a legitimate interest.
4. Provided I have your consent (and this only needs to be verbal consent), I may occasionally send you individualised health information by email in the form of articles or advice. I will not send out generalised leaflets or advertisements. You may withdraw this consent at any time – just let me know by any convenient method.
I have a legal obligation to retain your records for 8 years after your most recent appointment (or after you have reached age 25, if this is longer), after which time they are shredded.
Your clinical records are stored only on paper, in individual files, and in a secure cabinet in clinic. They remain in situ, until shredded.
Any emails I might receive are stored on my password protected computer at home and are deleted within three months.
I am the only person who has access to your records and emails. I will never share your information with anyone who does not have a legal right of access without your written consent.
You have the right to see what personal data of yours I hold, and you can also ask me to correct any factual errors. I am legally required to respond to any request from a client to see their personal data within a timescale of 30 days.
In the event that anything should happen to me which would render me unable to oversee your records, then, and only in this event, I would entrust these files to another qualified acupuncturist.
I would ensure that the only people who can access that data have a genuine need to do so. In the case of my practice this would most likely apply in the situation of me needing to make a referral to another health professional.
If you feel that I am mishandling your personal data in any way, you have the right to complain. Please first raise your concern with me, as I hope I will be able deal with any concerns you might have. However, you can also raise a concern directly with the Information Commissioner’s Office on https://ico.org.uk/concerns/
