Why we collect your personal data and what we do with it
People often wonder why we collect personal data and what we do with it. The bits in bold are the relevant terms used in the General Data Protection Regulation – i.e. the law:
- We need to collect personal information about your health to provide you with the best possible treatment. You requesting treatment and our agreement to provide that care forms a contract. You can refuse to provide the information, but if you do that we may 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 or to update you on matters related to your care. This again constitutes 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.
Where your personal date will be stored and for how long
We have a legal obligation to retain your records for 8 years after your most recent appointment (or age 25, if this is longer). After this period you can ask us to delete your records if you wish. Otherwise, we may retain your records (or parts thereof) indefinitely so that we can provide you with the best possible care should you need to see us again in the future.
Your records may be stored either:
- On paper, in locked filing cabinets in a premises that is locked out of working hours.
- Electronically (“in the cloud”), using a specialist medical records service (Jane App). This provider has given us their assurances that they are fully compliant with the General Data Protection Regulations. Access to all data is password protected.
- On our office computers. These are password-protected, backed up regularly, and the office(s) are locked and alarmed out of working hours.
Who can access your personal data
We will never share your data with anyone who does not need access without your consent. Only the following will have routine access to your data:
- Your practitioner(s) in order that they can provide you with treatment
- Our reception staff, because they organise our diaries, and coordinate appointments and reminders
- Jane App
- Other administrative staff, such as our bookkeeper. 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 (but not your medical notes). We will ensure that they are fully aware that they must treat that information as confidential.
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 (see above), you can also ask us to erase your records.
We want you to be confident that we are treating your personal data responsibly, and that only people who have a genuine need to do so can access that data.
What to do if you are not happy with any of this
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 as the “Data Controller”- who at our clinic is:
Philip Baines, Clinic Owner and Director, Active Care Chiropractic, 238 Melrosegate, York, YO10 3SW
If you are not satisfied with our response, then you have the right to raise the matter with the Information Commissioner’s Office via www.ico.org.uk