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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 – Your Practice York Natural Health Ltd, based at 36 York Road, Acomb, York, YO24 4LZ, which hereafter for the purposes of this Privacy Notice will be referred to as YNH Ltd referring to the clinic Director Alison Waring and Secretary S Annette Jowett, and associate practitioners are pleased to provide the following information:
2 – Who we are
YNH Ltd’s osteopaths diagnose and treat health conditions. Treatments are carried out in accordance with the Institute of Osteopathy’s patient charter which you can read here. The practice provides other treatments, about which our staff will be pleased to provide more details. Each individual practitioner is responsible for their own data handling and have all signed confidentiality agreements with YNH Ltd to work in accordance with GDPR. We handle appointment bookings and act as card collection agency for some of the practitioners, including all of the Osteopaths, Bowen, Acupuncture, Intuitive Coaching and Massage and excluding York Remedial Therapies and Quintessence Portal and Ebor Psychology who all book their own clients directly themselves. Where practitioners rent the room only for workshops Eventbrite maybe used to record data for those workshops which is accessible by the YNH Ltd admin team of receptionist and the relevant practitioners involved only.
3 – Personal Data
a) For the purposes of providing treatment, YNH Ltd 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 held securely and stored platform and stored within the UK, 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 YNH Ltd 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 the sharing of your medical records with other healthcare practitioners e.g 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) For marketing purposes, YNH Ltd 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 YNH Ltd 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. YNH Ltd 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. YNH Ltd 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 YNH Ltd
To promote treatments for patients with all types of health problems indicated for natural health care.
6 – Consent
Through agreeing to this privacy notice you are consenting to YNH Ltd 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. YNH Ltd 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
YNH Ltd 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. After eight 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.
9 – Data storage
YNH Ltd store data onsite in locked filing cabinets and also on a password protected computer. YNH Ltd does not store personal data outside the EEA with the exception of Mailchimp used for email marketing which is within the EU-US data shield. For workshops we may use Eventbrite to store patient contact details only and is GDPR compliant. Practice Hub is used for appointment diary bookings, medical notes and online bookings holding contact details provided. Practice Hub appointment diary software is held securely online for our practitioners who use the diary for those who are included in YNH Ltd. Patient medical data stored by osteopaths is not accessible by Practice Hub. All patients of YNH Ltd’s osteopaths have medical records that can be accessed by other osteopaths, should treatment be provided by an alternative practitioner. The PracticeHub platform runs on the Amazon Web Services (AWS) infrastructure stack. This is the same infrastructure that runs their flagship website, Amazon.com and is the world leader in cloud based services. You can find more info about AWS here – https://en.wikipedia.org/wiki/
10 – Your rights as a data subject
At any point whilst YNH LTd are in possession of, or processing your personal data, all data subjects have the following rights:
In the event that YNH Ltd 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 YNH Ltd 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
YNH Ltd 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 email@example.com or by phoning +44 (0) 1904 788411 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 YNH Ltd 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: Alison Waring, York Natural Health Ltd, 36 York Road, Acomb, York, YO24 4LZ
Telephone 01904 788411 or email: 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
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York Natural Health Ltd. Registered in England and Wales No: 08956441 Registered Office Address: 36 York Road, Acomb, York, YO24 4LZ