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 – BACK at EASE practising at The Brook Health Centre and Hardingstone Village Hall, which hereafter for the purposes of this Privacy Notice will be referred to as BACK at EASE, is pleased to provide the following information:
2 – Who we are
BACK at EASE have Osteopaths to diagnose and treat health conditions in our clinic in Towcester and Pilates instructors who instruct 1-1 and class based Pilates in Towcester and Hardingstone.
3 – Personal Data
a)To provide our patients and Pilates participants with Osteopathy treatment and safe exercise plans, BACK at EASE may require detailed medical information. We will only collect what is relevant and necessary for your treatment. When you visit our practice for treatment, we will make notes which may include details concerning your medication, treatment and other issues affecting your health. For Pilates classes before you join us, we provide registration forms which ask for details of any medical conditions or health issues you have so that we may anticipate any adaptations to movements we may help you with. This data is always held securely, is not shared with anyone not involved in your treatment or classes, although for data storage purposes it may be handled by pre-vetted staff who have all signed an integrity and confidentiality agreement. We use third party specialist medical service providers to help us send you rehabilitation programs and appointment reminders who are GDPR compliant and any processing of information stored electronically uses GDPR compliant companies. To be able to process your personal data it is a condition of any treatment or class attendance that you give your explicit consent to allow BACK at EASE 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, send you rehabilitation, appointment or class reminders and correspond with you between appointments or classes. 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 the sharing of your medical records with other healthcare practitioners e.g GPs, consultants, surgeons and/or medical insurance companies. If this were necessary, we will always inform you first unless we are under a legal obligation to comply.
b) For marketing purposes, the BACK at EASE 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 for example new clinic times or new classes.
c) In making initial contact with the practice you consent to BACK at EASE 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) BACK at EASE 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, the purpose of provision of health of social care (GDPR Article 9h) and legitimate interest to respond to enquiries concerning the services provided.
5 – Legitimate interests pursued by BACK at EASE
To promote treatments for patients with all types of health problems indicated for osteopathic care or Pilates exercise instruction.
6 – Consent
Through agreeing to this privacy notice you are consenting to BACK at EASE 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
BACK at EASE will keep your personal information safe and secure, only staff engaged in providing your treatment or classes will have access to your patient records, although our administration team will have access to your contact details or registration forms so that they can make appointments and manage your account. BACK at EASE 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
BACK at EASE will process personal data during the duration of any treatment and will continue to store only the personal data needed for eight years after the contract has expired to meet any legal obligations. We do not routinely delete any records so that we can help you should you come back and see us however long ago that was, but after 8 years from your latest appointment we can do so at your request unless for legal reasons we are unable to do so or 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
All Data held is stored on a password protected and encrypted laptop, in secure filing cabinets and electronically using GDPR compliant companies. Any data stored in the cloud or on servers out-with the EU is via companies who have EU/US Privacy Shield approved certification or who are fully aligned and compliant with GDPR regulations.
10 – Your rights as a data subject
At any point whilst BACK at EASE are 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 another 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 BACK at EASE 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 BACK at EASE can confirm what information it holds about you and how it is processed.
11 – You can request the following information:
- Identity and the contact details of the person or organisation BACK at EASE 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 BACK at EASE 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.
12 – To access what personal data is held, identification will be required
BACK at EASE 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 BACK at EASE is dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made to email@example.com or by phoning +44 (7880750258 or writing to us at the address further below.
13 Data Breaches
If we become aware of a data breach, we will,
- Take action to secure affected data,
- Inform those affected as soon as possible,
- Investigate the breach thoroughly and take action to prevent it happening again,
- Inform the ICO within 72 hours
In the event that you wish to make a complaint about how your personal data is being processed by BACK at EASE you have the right to complain to us. If you do not get a response within 30 days or you are unhappy with the response, you can complain to the ICO.
The details for each of these contacts are: Suzanne Burgess BACK at EASE Director, BACK AT EASE limited. Registered in England and Wales No: 10500051. Registered Office Address: Rose Cottage, Chapel Lane, Akeley MK18 5HU. P: 07880750 258 e: firstname.lastname@example.org
Wycliffe House, Water Lane, Wilmslow, SK9 5AF Telephone +44 (0) 303 123 1113 or email: https://ico.org.uk/global/contact-us/email/