Legal Notice & Data Protection Policy
Name of Company: Chiropractic Health Limited
Trading As: Vital Health Chiropractic Clinic
8 North View
Bristol BS6 7QB
Tel: 0117 973 0878
Regulatory Authority: https://www.gcc-uk.org
Data Protection Policy
Privacy Notice for Patients – Children & Adults
HOW WE USE YOUR PERSONAL INFORMATION
This notice tells you why Vital Health Chiropractic Clinic collects information about you and/or your child and how this information may be used.
Chiropractors working at Vital Health Chiropractic Clinic are health care professionals, who provide your care. We maintain records about your health and any treatment or care you have received here or previously. These records help provide you with the best possible health care. Our records are stored both electronically and on paper. The software we use to store your data is called Private Practice Software (PPS). Rushcliff Limited, a UK-based company, produces the software. We use a combination of working practices and technology to ensure your information is kept confidential and secure. Rushcliff encrypt the data that is stored on the PPS system.
Records about you held by this Clinic may include the following information:
- Details about you, such as your address, contact details, previous medical history and previous investigations.
- Any contact that the Clinic has had with you. Such as appointments, Clinic Visits, advice given over the phone, via text message or email, emergency appointments etc.
- Notes about you and/or your child’s health.
- Details about you and/or your child’s treatment and care.
- Relevant information about your health from other Health Care Professionals.
- All of your information that we have on paper is held securely on our premises and may be used for Clinical Audit or statistical purposes. Clinical Audit is to monitor the quality of service we provide. If used for statistics or audit your personal details will not be revealed, your identity and/or that of your child will remain anonymous. Sometimes the information we hold about treatment and outcomes may be requested for research purposes – in such instances we will always ask your consent before releasing such information and again your identity and/or that of your child will remain anonymous.
HOW DO WE MAINTAIN THE CONFIDENTIALITY OF YOUR RECORDS
- We are committed to protecting your privacy and will only use information collected lawfully in accordance with:
- General Data Protection Rules 2018
- Human Rights Act 1998
- Common Law Duty of Confidentiality
- General Chiropractic Council Code of Conduct.
Every member of staff who works at Vital Health Chiropractic Clinic has a legal obligation to keep information about you confidential. We have put in place measures to protect the security of your information against accidental loss or disclosure, alteration, unauthorised access, destruction or abuse. We have implemented processes to guard against such.
We limit access to your personal information to those employees and other therapists, healthcare specialists or professionals who have a need to know in the interests of your health. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
Who do we share your information with?
We only ever pass on information about you to others if there is a genuine need for it and you have given your consent. This may be your GP, Dentist or other health care professionals, a solicitor or for court proceedings.
We will not disclose any information about you to any third party without your written permission or in case of a child’s information the 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.
ACCESS TO YOUR PERSONAL INFORMATION
You have a right, under the General Data Protection Rules 2018, to request access to view or obtain copies of the information Vital Health Chiropractic Clinic holds about you and to have it amended should it be inaccurate. In order to request this you need to do the following:
Your request must be made in writing to the Clinic.
When making the request, you will need to give us proof of name (Photo ID) so that your identity can be verified.
There is no charge for copies of the information held in your file.
We are required to respond to you within 30 days.
HOW LONG WE KEEP YOUR DATA
In line with data protection principles, we only keep your data for as long as we need it for, which will be at least for the duration of your being a patient with us and the Chiropractic regulator legally requires us, to keep this data for eight years after your time as a patient has ended. In case of children – until their 25th birthday.
To determine the appropriate retention period for personal data beyond eight years we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means and the applicable legal requirements.
Once we no longer have a lawful use for retaining your information, we will dispose of it in a secure manner that maintains data security.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
RIGHT TO WITHDRAW CONSENT
Where you have provided consent to the collection, processing and transfer of your data, you have the right to withdraw that consent at any time. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate legal reason for doing so. For example, our regulator, the General Chiropractic Council rules oblige us to keep your data for 8 years. To withdraw consent, contact Claire Gordon.
Should you have any concerns about how your information is managed at Vital Health Chiropractic Clinic, in the first instance, please contact the Clinic Owner, Claire Gordon. If you are still unhappy following a review by the Clinic Owner, you can then complain to the Information Commissioner’s Office via their website (www.ico.gov.uk)
CHANGE OF DETAILS
It is important that you tell the person treating you if any of your details such as your name or address have changed or if any of your details such as date of birth is incorrect in order for us to correct it.
NOTIFICATION & DATA CONTROLLER
Claire Gordon is registered with the Information Commissioner’s Office as the Data Controller for Vital Health Chiropractic Clinic.