This notice is to explain why we collect your personal data, and what we do with it, and to ensure we are working in accordance with the new EU General Data Protection Regulation (GDPR).
When you supply your personal details to us, when we communicate by email, and when we take notes in the clinic, this information is stored and processed for four reasons in line with the GDPR requirements:
- 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 in law an (unwritten) contract.
- We have a legitimate interest in collecting that information, because without it I couldn’t practice acupuncture effectively and safely.
- We keep records of your contact information because we 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 a legitimate interest, but this time it is your legitimate interest.
- Provided we have your consent (and this only needs to be verbal consent), we may occasionally send you individualised health information by email in the form of articles or advice. You may withdraw this consent at any time – just let us know by any convenient method.
We have a legal obligation to retain your records for 7 years after your most recent appointment (or after you have reached age 25, if this is longer), after which time they are shredded.
Your clinical records are stored only on paper, in individual files, and in a secure cabinet in our clinic. They are not removed from our clinic at any time.
Any emails we might receive are stored on a password protected computer and are deleted within twelve months.
We are the only people who have access to your records and emails. We will never share your information with anyone who does not have a legal right of access without your written consent.
You have the right to see what personal data of yours we hold, and you can also ask us to correct any factual errors. We are legally required to respond to any request from a client to see their personal data within a timescale of 30 days. However, we would ensure that we responded as soon as we possibly could to any reasonable request for access to personal records.
In the event that anything should happen to us which would render me unable to oversee your records, then, and only in this event, we have entrusted the handling of my clinical records to Emily Gann, who is also an acupuncturist.
We want you to be absolutely confident that we are treating your personal data responsibly, and that we will do everything we can to make sure that the only people who can access that data have a genuine need to do so. In the case of our practice this would most likely apply in the situation of us needing to make a referral to another health professional.
Of course, if you feel that we are mishandling your personal data in some way, you have the right to complain. Please first raise your concern with us, as we hope very much we will be able deal with any concerns you might have. However, you can also raise a concern directly with the Information Commissioner’s Office on https://ico.org.uk/concerns/
Cookies and Browser Settings
What is a cookie?
No personal data is stored in any of the cookies used by the school’s website.
This page covers CHIME’s use of any personal information we collect from you via our website that links to the cookies policy.
This policy explains:
- What information we might collect about you
- How we use the information we collect about you
We collect anonymous information about how visitors use our website. For example, what pages they read, if our forms are easy-to-complete and what time of day they like to come and see us.
Similar technologies are also often used within emails to understand whether the email has been read or if any links have been clicked.
Strictly necessary cookies
‘Strictly necessary’ cookies let you move around the website and use essential features such as accessing our document store for parents. These cookies do not gather any information about you that could be used for marketing or remembering where you have been on the internet.
Measuring site usage
We use Google Analytics to build up information about how visitors use our website. Google Analytics store information about how visitors arrive, what pages are visited, for how long, and what visitors click on. This information allows us to understand how our visitors use the site and help us improve your experience. All information these cookies collect is aggregated and therefore anonymous. On occasion, we may share this information with analytics and search engine providers that assist us in the improvement and optimisation of our site.
If you share CHIME pages on Facebook or other social websites, you may also be sent cookies from those websites. We do not control the setting of these cookies, so please check these websites' cookies and privacy policies (and any others that you might use) for information about what they do. For example:
Opting out of Google Analytics
We will take all reasonable steps in accordance with our legal obligations to update or correct personally identifiable information in our possession that you submit on our site.
Ellie Farnfield. February 2019