What is a privacy notice?
According to the new General Data Protection Regulations, which come into force on the 25th of May 2018, we have to let you know about how we use your data and your rights in accordance with it. This privacy notice explains how and why Stockton Chiropractic Clinic collects your and/or your childs information, and how it may be used.
Who are we
For the purposes of processing the data, we are the Controller.
Stockton Chiropractic Clinic
Christine House, Sorbonne Close, Thornaby, Stockton On Tees, TS17 6DA
What Personal Data do we process and what do we do with it?
We take your name, address, date of birth and email address when we first book your appointment. We use this to book the first appointment in our diary system, and then put your details into the CareResponse system which then sends you the questionnaire which you filled in. This is an important part of monitoring your progress through treatment. CareReponse has a privacy notice available on the website when you click through to the questionnaire. If you are the parent of a child, they will not receive this questionnaire unless they are over 11.
During our initial consultation, we discuss your health history and do a full examination. All of this information, and information following on from this during treatments is recorded in your file. Any letters that we write or receive, and imaging/scans that we request will also be added to the file. We also record all appointments, payments and advice given via phone or email.
As health professionals, it is important that we keep your files up to date, and the information in them is used to provide you with the best possible care. We keep your details safe both electronically and on paper, and these are kept secure by a combination of good working practices and technology.
We may use your information for clinical audit purposes to monitor the quality of the service that we provide. The information is held securely on the premises and is used for statistical purposes. In this case, we ensure that your data is anonymised, and individual patients cannot be identified.
Sometimes your data may be requested for research purposes – in such instances we will always ask for your consent before releasing any information.
How do we maintain your confidentiality?
We are committed to protecting your privacy, and only use your information collected lawfully, and in accordance with:
- General Data Protection Rules 2018
- Human Rights Act 1998
- Common Law Duty of Confidentiality
- General Chiropractic Council Code of Conduct
Everyone who works at Stockton Chiropractic Clinic has a legal obligation to keep information about you confidential.
Sharing your Personal Data
We don’t share your personal data without your explicit consent. If we do need to share information with another health professional, it is only if there is a genuine need for it; in that case we will write a referral letter containing only the relevant health information. You will receive a copy of the letter as well.
With your consent, we add your data to some third-party service providers, such as CareResponse and RehabMyPatient. We have ensured that these providers are compliant with the data protection law and the data is not stored outside of the EU.
We will not disclose any information about you to any third party without your consent, or in the case of a child, parental consent, unless there are exceptional circumstances (i.e. life or death situations), where the law requires information to be passed on and/or in accordance with the Caldicott principles.
Retaining your Personal Data
Our guidelines from the General Chiropractic Council require us to keep your file for 8 years after your last treatment at the clinic. After this time it is destroyed.
In the case of a child, the file must be kept until the child’s 26th birthday.
As we process your personal data, you have certain rights. These are a right of access, a right of rectification, a right of erasure, and a right to restrict processing.
- You may request a copy of your data at any time. Please make any requests in writing or by email. There is no charge for copies of your file, and we are required to respond to you within 40 days. We will need proof of your name (photo ID) so that your identity can be verified.
- If you believe that the personal data we hold on you is inaccurate or incomplete, please contact us directly and any necessary corrections to your data will be made without undue delay
- If you believe we should erase your data, please contact us. Please bear in mind that we have a legal obligation to keep your file for 8 years after your last appointment.
- Where you have provided explicit consent for us to use your data, you have a right to withdraw consent at any time
- It’s important that we keep your information up to date. If any of your details change, such as your name or address, or if we have any data incorrect, please let your practitioner know so that it can be corrected.
Should your data that we control be lost, stolen or otherwise breached, where this constitutes a high risk to your rights and freedoms, we will contact you without delay. We will give you the contact details of the person who is dealing with the breach, explain to you the nature of the breach and the steps we are taking to deal with it.
Should you wish to complain
Should you have any concerns regarding how we process your data, please first contact the clinic manager, Jane Hayward. If you are still unhappy following a review by the clinic owner, Kerri Stone, you can contact the Information Commissioner’s Office (ICO) via their website (www.ico.org.uk).
Automated Decision Making and Profiling
We do not use any system with uses automated decision making or profiling in respect of your personal data.