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Data Protection/Privacy

Data Protection and Privacy Notice

(why we collect your personal data and what we do with it here at Bury St Edmunds Osteopaths)

When you supply your personal details to our clinic they are stored and processed for 4 reasons (the bits in bold are the
relevant terms used in the Data protection Act 2018, which includes the General Data Protection Regulation)

  1. 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 a contract. You can,
    of course, refuse to provide the information, but if you were to do that we would not be able to provide treatment.
  2. We have a “Legitimate Interest” in collecting that information, because without it we couldn’t do our job
    effectively and safely.
  3. We also 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 “Legitimate Interest”, but this time it
    is your legitimate interest.
  4. Provided we have your consent, we may occasionally send you general health information in the form of
    articles, advice or newsletters. You may withdraw this consent at any time – just let us know by any convenient

We have a legal obligation to retain your records for 8 years after your most recent appointment (or age 25, if this is
longer), but after this period you can ask us to delete your records if you wish. Otherwise, we will retain your records
indefinitely in order that we can provide you with the best possible care should you need to see us in the future.

Your records are stored on a programme on our clinic computers. These are password-protected, backed up regularly, and the clinic is locked and
alarmed out of working hours. If the clinic is experiencing issues with the computers or the appointment information needs to be written down on paper then the used paper is stored in locked filing cabinets, and the clinic is always locked and alarmed out of working hours.

We will never share your data with anyone who does not need access without your written consent. Only the following
people/agencies will have routine access to your data:

• Your practitioner(s) in order that they can provide you with treatment
• Our reception staff, because they organise our practitioners’ diaries, and coordinate appointments and
reminders (but they do not have access to your medical history or sensitive personal information)
• Other administrative staff, such as our bookkeeper. Again, administrative staff will not have access to your
medical notes, just your essential contact details.

From time to time, we may have to employ consultants to perform tasks which might give them access to your personal
data (but not your medical notes). We will ensure that they are fully aware that they must treat that information as
confidential, and we will ensure that they sign a non-disclosure agreement.

You have the right to see what personal data of yours we hold, and you can also ask us to correct any factual errors.
Provided the legal minimum period has elapsed, you can also ask us to erase your records.
We want you to be absolutely confident that we are treating your personal data responsibly, and that we are doing
everything we can to make sure that the only people who can access that data have a genuine need to do so.

If you have any further questions about data protection and privacy please don’t hesitate to get in contact with us.

Bury St Edmunds Osteopaths
April 2018