Scope– This document refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.
The UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR), seek to protect and enhance the rights of UK data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and it’s storage within the UK.
1 – Erika Dannmayr Osteopathy based at 30 Hampden Road, Beckenham, Kent, BR3 4HH, which hereafter for the purposes of this Privacy Notice will be referred to as the Osteopaths.
2 – Who we are
Osteopaths diagnose and treat health conditions. Osteopaths are regulated by the General Osteopathic Council. We also provide infant feeding coaching on it’s own or in combination with osteopathy.
3 – Personal Data
a) For the purpose of providing treatment, Osteopaths may require detailed medical information. We will only collect what is relevant and necessary for your treatment. When you visit our practice, we will make notes which may include details concerning your medication, treatment and other issues affecting your health. This data is always held securely, is not shared with anyone not involved in your treatment, although for data storage purposes it may be handled by pre-vetted staff who have all signed an integrity and confidentiality agreement. To be able to process your personal data it is a condition of any treatment that you give your explicit consent to allow Osteopaths to document and process your personal medical data. Contact details provided by you such as telephone numbers, email addresses, postal addresses may be used to remind you of future appointments and provide reports or other information concerning your treatment. As part of our obligations as primary healthcare practitioners there may be circumstances related to your treatment, on-going care or medical diagnosis that will require sharing of your medical records with other healthcare practitioners such as GPs, consultants, surgeons and/or medical insurance companies. Where this is required we will always inform you first unless we are under a legal obligation to comply.
b) Osteopaths may also use the contact details provided by you to respond to your enquiries, including making telephone contact and emailing information to you which the practice believes may be of interest to you.
c) In making initial contact with the practice you consent to Osteopaths maintaining a marketing dialogue with you until you either opt out (which you can do at any time) or we decide to desist in promoting our services. Osteopaths may occasionally also act on behalf of its patients in the capacity of data processor, when we may promote other practitioners based at our premises, who may not be employed by us. Osteopaths do not broker your data and you can ask to be removed from our marketing database by emailing or phoning the practice using the contact details provided at the end of this Privacy Notice.
d) Some basic personal data may be collected about you from the marketing forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to, personally identifying information like Internet Protocol (IP) addresses.
f) Osteopaths will only collect the information needed so that we can provide you with the services you require, the business does not sell or broker your data.
4 – Legal basis for processing any personal data
To meet our contractual obligations obtained from explicit Patient Consent and legitimate interest to respond to enquiries concerning the services provided.
5 – Legitimate interests pursued by Osteopaths
To promote treatments for patients with all types of health problems indicated for osteopathic care.
6 – Consent
Through agreeing to this privacy notice you are consenting to Osteopaths processing your personal data for the purposes outlined. You can withdraw consent at any time by using the postal, email address or telephone number provided at the end of this Privacy Notice.
7 – Disclosure
Osteopaths will keep your personal information safe and secure, only staff engaged in providing your treatment will have access to your patient records, although our administration team will have access to your contact details so that they can make appointments and manage your account. Osteopaths will not disclose your Personal Information unless compelled to, in order to meet legal obligations, regulations or valid governmental requests. The practice may also enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of its staff.
8 – Retention Policy
Osteopaths will process personal data during the duration of any treatment and will continue to store only the personal data needed for a minimum of eight years after the contract has expired to meet any legal obligations. After which time all personal data will be deleted, unless basic information needs to be retained by us to meet our future obligations to you, such as erasure details. Records concerning minors who have received treatment will be retained until the child has reached the age of 25.
9 – Data storage
Patient data and notes are either hand written and kept in secure locked storage or stored electronically in the ‘cloud’ using a specialist medical records service. Currently we use Cliniko, who are GDPR compliant, https://www.cliniko.com/policies/privacy/ Access is password protected. In addition limited data may be shared with ‘Rehab my Patient’ when providing you with an exercise plan using their software. https://www.rehabmypatient.com/privacy_policy
10 – Your rights as a data subject
At any point whilst Osteopaths are in possession of, or processing your personal data, all data subjects have the following rights:
In the event that Osteopaths refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge. At your request Osteopaths can confirm what information it holds about you and how it is processed.
11 – You can request the following information:
12 – To access what personal data is held, identification will be required
Osteopaths will accept the following forms of identification (ID) when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If Osteopaths is dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made to firstname.lastname@example.org or by phoning 020 8650 7808 or writing to us at the address further below.
In the event that you wish to make a complaint about how your personal data is being processed by Osteopaths you have the right to complain to us. If you do not get a response within 30 days, you can complain to the ICO.
The details for each of these contacts are:
Erika Dannmayr: Erika Dannmayr Osteopathy. Telephone: 0208 650 7808 or email: email@example.com
ICO: Wycliffe House, Water Lane, Wilmslow, SK9 5AF Telephone +44 (0) 303 123 1113 or email: https://ico.org.uk/global/contact-us/email/
We will need to rearrange your appointment if you are diagnosed with, or develop symptoms of Covid-19 in the ten days before your appointment, or if you have been in close contact with anyone who has.
Please be reassured, strict hygiene measures continue to be adhered to in accordance with the Institute of Osteopathy guidelines.
Face masks are no longer mandatory in this setting, but may be required in certain situations based on individual risk assessment and or patient preference. If you have an underlying health issue putting you at higher risk of developing complications from Covid-19, or prefer we both wear face masks, please let me know.
Whilst, the above measures have been put in place to protect us all, they cannot guarantee a risk-free environment. You must consider this when deciding to come in for treatment; With regard to your own health, as well as those you have contact with.
If you decide that you no longer want your appointment, please let me know as soon as possible so I can give it to another patient. You can also cancel or reschedule using the link from your appointment notification email.
Please remember to give at least 24 hours notice of cancellation, as failure to do so, or simply not showing up, will incur a charge up to the full fee amount.