The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the GDPR). This legislation will replace current data privacy law, giving more rights to you as an individual and more obligations to organisations holding your personal data.
One of the rights is a right to be informed, which means we have to give you even more information than we do now about the way in which we use, share and store your personal information.
This means that we will be publishing a new privacy notice so you can access this information, along with information about the increased rights you have in relation to the information we hold on you and the legal basis on which we are using it.
This new privacy notice comes into effect and will be published on our website on 25 May 2018.
Mason Acupuncture is the data controller (7 Old Tye Avenue, Biggin Hill, Westerham , Kent TN16 3LY 07565 620659). This means we decide how your personal data is processed and for what purposes.
This privacy notice applies to information we collect from:
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. Examples of personal data we may hold about you include your contact and appointment details.
Special category data is a sub-category of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a
natural person’s sex life or sexual orientation. Examples of special category data we may hold about you include your patient notes.
We comply with our obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. We use your personal data for the purposes set out below.
Sections 1 – 15 apply to our patients, prospective patients, former patients and visitors to our clinic
This normally contains the identity of the complainant and any other individuals involved in the complaint. This will be electronic and stored on a hard drive and kept in a locked safe at the clinic.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We usually have to disclose the complainant’s identity to whoever the complaint is about. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis. We may need to provide personal information collected and processed in relation to complaints to the British Acupuncture Council or our insurance company.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
Sections 17 – 21 apply to our website users
17. When someone visits our website we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
18. We use website cookies to improve user experience of our website by enabling our website to ‘remember’ users, either for the duration of their visit – using a ‘session cookie’ – or for repeat visits – using a ‘persistent cookie’.
19. Our website search is powered by (insert name of website search company). Search queries and results are logged anonymously to help us improve our website and search functionality. No user- specific data is collected by us or any third party.
20. We use a third party service (name third party service provider) to help maintain the security and performance of our website. To deliver this service it processes the IP addresses of visitors to our website.
21. We use a third party service, (name website host e.g. WordPress.com), to host our website including publishing our blog. This site is hosted at (name of website host), which is run by (name of company running website host). We use a standard (name of website host service) to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. (Name of website host) requires visitors that want to post a comment to enter a name and email address. For more
information about how (name of website host) processes data, please see (link to website host’s privacy notice).
Your personal data will be treated as strictly confidential, and will be shared:
For further details about the situations when information about you might be shared please see the Information Commissioner’s website at https://ico.org.uk/for-the-public/personal-information/sharing-my-info/
We keep your personal data for no longer than reasonably necessary.
We keep patient records for a period of 7 years in accordance with the British Acupuncture Code of Professional Conduct https://www.acupuncture.org.uk/public-content/effective-practice/bacc-professional-codes.html
We keep data for 7 years this is checked monthly. Any data over that expiry date is destroyed by shredding and burning. If I die or am ill this will be carried out by my nominated power of attorney at the time.
We may keep data longer then 7 years, but this is only if it is held / and is part of an active patiens records and history or in case of any legal claims/complaints; for safeguarding purposes.
At any time, you may request that changes are made to your contact details.
Unless subject to an exemption under the GDPR, you have certain rights with respect to your personal data as set out below.
For further details about these rights please see the Information Commissioner’s website at https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior
consent to the new processing.
To exercise all relevant rights, queries of complaints please in the first instance contact us at Mason Acupuncture, 7 Old Tye Avenue, Biggin Hill, Westerham, Kent TN16 3LY. 07565 620659
You can contact the Information Commissioners Office on 0303 123 1113 or via
email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House,
Water Lane, Wilmslow, Cheshire. SK9 5AF.