Why Do We Collect Your Personal Data, and What We Do With It?
When you supply your personal details to South Downs Acupuncture Clinics, they are stored and processed for the following four reasons. The words in bold are the relevant terms used in the Data Protection Act 2018, which includes the General Data Protection Regulation (GDPR).
- 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 in order 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 seven years after your most recent appointment (or age 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 on paper, in locked filing cabinets, and the offices are always locked. Access to computers and your data is password protected and the passwords are changed regularly. We also back up regularly.
We will never share your data with anyone who does not need access without your written consent. The only person who will have routine access to your data is your practitioner in order that they can provide you with treatment.
From time to time, we may have to employ consultants to perform tasks which might give them access to your personal data (but not your medical notes). We will ensure that they are fully aware that they must treat that information as confidential, and we will ensure that they sign a non-disclosure agreement.
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 and that we are doing everything we can to make sure that the only people who can access that data have a genuine need to do so.
Of course, if you feel that we are mishandling your personal data in some way, you have the right to complain. Complaints need to be sent to what is referred to in the jargon as the “Data Controller” who in this case is Mr Philip D Holmes. Here are the contact details you need for that:
South Downs Acupuncture Clinics
16, Endwell Road,
Tel: 01323 738 784
Mobile: 07709 845 969