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 General Data Protection Regulation (GDPR) which is EU wide and far more extensive than its predecessor the Data Protection Act, along with the Privacy and Electronic Communications Regulations (PECR), seek to protect and enhance the rights of EU data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU and its storage within the EEA.
1 - Who we are/ What we do
Sam Weller Acutherapy (Acupuncture practice), based at Albany Villa, Melton Road, Woodbridge which hereafter for the purposes of this Privacy Notice will be referred to as ‘Sam Weller: Acutherapy’, is pleased to provide the following information.
‘Sam Weller: Acutherapy’ provides acupuncture and associated services to treat health conditions. Treatments are carried out in accordance with the British Acupuncture Councils Codes of Safe Practice, Professional Conduct and Ethics. The practice may also provide other treatments, about which I will be pleased to provide more details.
2 - Personal Data
a) For the purposes of providing treatment, ‘Sam Weller: Acutherapy’ 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, medical history and treatment and other issues affecting your health. This data is always written by hand and held securely in a filing system. It is not shared with anyone not involved in your treatment, and is only seen and handled by Sam Weller. To be able to process your personal data it is a condition of any treatment that you give your explicit consent to allow ‘Sam Weller: Acutherapy’ 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.
b) For marketing purposes, ‘Sam Weller: Acutherapy’ 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. Contact details invoicing details are held digitally using a number of online services (Booking service, email system, accounting service and online form system). Please contact Sam Weller if you require more details.
c) In making initial contact with the practice you consent ‘Sam Weller: Acutherapy’ to maintain 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. ‘Sam Weller: Acutherapy’ 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. ‘Sam Weller: Acutherapy’ will not broker your data and you can ask to be removed from our marketing database by emailing ‘Sam Weller: Acutherapy’ 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.
e) ‘Sam Weller: Acutherapy’ 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.
3 - 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.
4 - Legitimate interests pursued by ‘Sam Weller: Acutherapy’
To promote treatments for patients with all types of health problems indicated for Traditional Acupuncture care.
5 – Consent
Through agreeing to this privacy notice you are consenting to ‘Sam Weller: Acutherapy’ 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.
6 – Disclosure
‘Sam Weller: Acutherapy’ 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. ‘Sam Weller: Acutherapy’ will not disclose your Personal Information unless compelled to, in order to meet legal obligations, regulations or valid governmental requests. ‘Sam Weller: Acutherapy’ 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 clinic staff.
7 - Retention Policy
‘Sam Weller: Acutherapy’ will process personal data during the duration of any treatment and will continue to store only the personal data needed for seven years after the contract has expired to meet any legal obligations. After seven years 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.
8 - Data storage
All digital data is held by companies that are compliant with UK data laws but some server locations fall outside of the jurisdiction of UK law. Medical information other than that included in the Covid-19 safety forms, is written only and kept in the clinic filing system.
9 - Your rights as a data subject
At any point whilst ‘Sam Weller: Acutherapy’ is in possession of, or processing your personal data, all data subjects have the following rights:
Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to an- other organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.
In the event that ‘Sam Weller: Acutherapy’ 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 ‘Sam Weller: Acutherapy’ can confirm what information it holds about you and how it is processed.
10 - You can request the following information:
Identity and the contact details of the person or organisation (‘Sam Weller: Acutherapy’) that has determined how and why to process your data.
Contact details of the data protection officer, where applicable.
The purpose of the processing as well as the legal basis for processing.
If the processing is based on the legitimate interests of ‘Sam Weller: Acutherapy’ and information about these interests.
The categories of personal data collected, stored and processed.
Recipient(s) or categories of recipients that the data is/will be disclosed to.
How long the data will be stored.
Details of your rights to correct, erasure, restrict or object to such processing.
Information about your right to withdraw consent at any time.
How to lodge a complaint with the supervisory authority (ICO).
Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
The source of personal data if it wasn’t collected directly from you.
Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
11 - To access what personal data is held, identification will be required
‘Sam Weller: Acutherapy’ 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 ‘Sam Weller: Acutherapy’ is dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made to Sam Weller at firstname.lastname@example.org writing to me at Sam Weller: Acutherapy, Albany Villa, Melton Road, Woodbridge IP12 1PD
12 - Complaints
In the event that you wish to make a complaint about how your personal data is being processed by ‘Sam Weller: Acutherapy’ you have the right to complain to us. . All complaints should be made to Sam Weller at email@example.com or by writing to us at Sam Weller: Acutherapy, Albany Villa, Melton Road, Woodbridge IP12 1PD
If you do not get a response within 30 days, you can complain to the ICO.
ICO Wycliffe House, Water Lane, Wilmslow, SK9 5AF Telephone +44 (0) 303 123 1113 or email: https://ico.org.uk/global/contact-us/email/