PRIVACY NOTICE (Why we collect your data and what we do with it)
When you supply your personal details to Janice Thompson Acupuncture they are stored and processed for 4 reasons
-We need to collect personal information about your health in order to provide you with the best possible treatment. Your requesting us to provide treatment and us agreeing to provide that treatment constitutes a contract. You can of course, refuse to provide that 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 could not do our job safely or effectively.
-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.
-We have a legal obligation to retain your records for 8 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.
Your medical records are stored:
on paper, in locked filing cabinets at my home address
Your contact details are stored:
electronically (“in the cloud”), using a specialist online booking service Shedul
This provider has given us their assurances 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 electronic devices. These are password-protected, and the office(s) are locked out of working hours.
Any emails you send via our contact form or direct to us:
These are held by yahoo mail which is password protected. As are the devices upon which the emails are accessed. These are only accessed by Janice Thompson. Where necessary these will be printed and added to your paper notes or otherwise deleted in a rolling program of deletion.
Any messages you send via the Facebook page Janice Thompson Acupuncture:
These are within the messages section of the Janice Thompson Acupuncture page and this is only accessed by Janice Thompson. This page is password protected as are the devices upon which Facebook is accessed. Facebook has reassured us that it will be compliant with GDPR however given historic issues with facebook and privacy you may wish to consider which information you type within a message.
Any text messages you send to Janice Thompson:
These are accessed only by Janice Thompson on a secure device which is password protected. Usually no names are ascribed in the phone to patient phone numbers (unless you are also known to Janice Thompson outside of the clinic setting).
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:
Your practitioner(s) in order that they can provide you with treatment
Any locum acupuncturist brought in to cover holiday/illness. However you will be given advanced notice of this and can choose whether to see this acupuncturist or not.
Our reception staff, because they organise our practitioners’ diaries, and coordinate appointments (but they do not have access to your medical history or sensitive personal information).
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.
In the event of Janice Thompson becoming deceased whilst still legally obliged to retain your medical records, these records will be passed to Eileen Birrel, BAcC member to retain securely until the required time has passed.
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:
Janice Thompson Acupuncture
12 Apple Tree Mews
If you are not satisfied with our response, then you have the right to raise the matter with the Information Commissioner’s Office.