A&A Podiatrists Privacy Statement May2018
(Why we collect your personal data and what we do with it)
When you supply your personal details to this clinic they are stored and processed for 4 reasons (the bits in bold are the relevant terms used in the Data protection Act 2018, which includes the General Data Protection Regulation)
1. 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 do that we would not be able to provide treatment. We collect this data via a medical registration form but this is also be available to complete online and your information directly synced with your clinical records. This data is encrypted and does not permit access to your clinical record.
2. We have a “Legitimate Interest” in collecting that information, because without it we couldn’t do our job effectively and safely.
3. 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.
4. 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. Emails that are not related to specific appointments or advice sent to you regarding a treatment plan provide an opt out option.
5. We have a legal obligation to retain your records for 8 years after your most recent appointment (or age 25, if this is longer). Notes are held electronically and any paper records scanned and then shredded. Notes can be permanently deleted after 8 years or at 25 years of age for children.
6. Your records are stored electronically (“in the cloud”), using a specialist medical records service. This provider has given us their assurances via a formal contract that they are fully compliant with the General Data Protection Regulations. Access to this data is password protected, and the passwords are changed regularly on our office computers.
We will never share your data with anyone who does not need access without your written consent. Only the following people/agencies will have routine access to your data:
• The service who store and process our files
• Your practitioner(s) in order that they can provide you with treatment
• Your GP or Consultant if you have been referred to us or we need to request tests, antibiotics or have had a surgical procedure.
• Our reception staff, because they prepare notes for practitioner’s, organise our practitioners’ diaries, and coordinate appointments and reminders This also includes our external answer service who are also GDRP compliant.
• Other administrative staff, such as our accountant. Other administrative staff will not have access to your medical notes, just your essential contact details
• From time to time, we may have to employ consultants to perform tasks which might give them access to your personal data. 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.
• If the practice is sold you agree that the clinic list can transfer to a new Podiatrist who would treat your data sensitively and use it to inform you of a change of provider.
7. You have the right to see what personal data of yours we hold, and you can also ask us to correct any factual errors.
8. Provided the legal minimum period has elapsed, you can also ask us to erase your records.
9. 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”.
Here are the details you need for that:
Director: Michael Abrahams
By Post: 9 Station Road, Radlett, WD7 8JY
If you are not satisfied with our response, then you have the right to raise the matter with the Information Commissioner’s Office.