Privacy Notice

I take data protection and confidentiality issues very seriously. This Privacy Notice outlines what personal information we collect about you, how we collect it, and how it is used and stored.

Information We Collect

We may collect and process the following data about you:

  • Contact and other personal information you provide when booking appointments online or on the telephone.

  • Information about your current and historical health and lifestyle, for the purpose of making informed clinical decisions and providing safe, effective treatment. This information is collected by your practitioner verbally at a face to face appointment, via a secure telehealth appointment or via an online form or email.

  • Information from surveys that we may use for research purposes, although you do not have to respond to them.

How Your Data will be Used

Your data may be used for:

  • Email appointment confirmations and text reminders, to help you remember your appointments.

  • Emailing you personalised recommendations or other relevant health advice.

  • Accounting, billing and payment card verification.

  • Emailing you about changes to our service.

  • Occasional newsletters and marketing promotions. As per GDPR regulations You will be asked at your first appointment or on your booking form whether you are happy to receive such communications. You can also opt out at any time via an unsubscribe link in any marketing emails from us or by emailing lilja@lifeisforlivingwell.co.uk.

  • Anonymised patient health data may be used by us or third party academic research organisations for research purposes.

Confidentiality

Confidentiality is a legal requirement of practitioners, and it is of paramount importance that our patients can trust us with their information. We therefore ensure that:

  • Paper-based patient records and information are stored securely in a locked filing cabinet when not in use.

  • Electronic information is stored using specialist medical records software Cliniko, who have assured us that they are fully GDPR compliant. Access to this data is password protected, and passwords are changed regularly. You can view Cliniko’s privacy policy here.

  • Practitioners and reception staff only view patient information they need to see.

  • We keep confidential who visits our practice, where they live, the date and times of their
    appointments and any other personal or medical details.

Will Your Data be Shared with Anyone?

We will not 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 acupuncturist in order that they can provide you with treatment and schedule appointments.

  • The online medical records service Cliniko who store and process our patient files.  You can view Cliniko’s privacy policy here

  • Administrative staff, such as a remote reception service, who may have access to contact details, but not medical notes.

  • We also use Mailchimp/ Wix to coordinate our messages, so your name and email address may be saved on their server.

*Only in the extremely rare instance of a legal order, or where with-holding data may pose a serious safety risk, would data ever be shared without your consent.

 

How Long Will Your Data be Retained?

British Acupuncture Council Members have an obligation to retain patient records for 8 years after their most recent appointment, or in the case of children until they reach 25 years of age. After these time periods, personal data and medical notes will be destroyed.

COVID19 and Track & Trace

**COVID-19 UPDATE: Whilst the government’s ‘Track and Trace’ scheme is operating, we may be contacted to provide data (name, phone number and email address) of people, including patients, who we have been in close contact with. In this situation, the Information Commissioner and government have confirmed that public health interest takes priority over your GDPR data protection rights. We will therefore be obliged to release this information.  However- there will be an option on your booking confirmation email to use different contact details for the explicit purpose of NHS Test and Trace**

I am required to have a QR code at my treatment space.

As I already collect your contact details and appointment times, You are NOT required to download the App, and you are NOT required to scan the QR code.  You can if you wish to.

As the data controller for the collection of your personal data, I will be responsible for compliance with data protection legislation for as long as I hold your information. When that information is requested by the NHS Test and Trace service, at that point they would be responsible for compliance with data protection legislation for that period of time.

 

The NHS Test and Trace service, as part of safeguarding your personal data, has in place technical, organisational and administrative security measures to protect your personal information that it receives from us/me, that it holds from loss, misuse, and unauthorised access, disclosure, alteration and destruction.

 

In addition, if you only interact with me during your visit, my name will be recorded alongside your information.

 

NHS Test and Trace have asked me to retain this information for 21 days from the date of your visit, to enable contact tracing to be carried out by NHS Test and Trace during that period. I will only share information with NHS Test and Trace if it is specifically requested by them.

 

For example, if another patient at the clinic reported symptoms and subsequently tested positive, NHS Test and Trace can request the log of patient/visitor details for a particular time period (for example, over a particular treatment slot, day, two-day period).

In addition, where the information is only collected for the purpose of contact tracing, it will be destroyed by me 21 days after the date of your visit.

The use of your information is covered by the General Data Protection Regulations Article 6 (1) (c) – a legal obligation which this clinic is subject to. The legal obligation to which I am subject, means that I am mandated by law, by a set of new regulations from the government, to co-operate with the NHS Test and Trace service, in order to help maintain a safe operating environment and to help fight any local outbreak of coronavirus.

 

By law, you have a number of rights as a data subject, such as the right to be informed, the right to access information held about you and the right to rectification of any inaccurate data that I hold about you.

 

You have the right to request that I erase personal data about you that I hold (although this is not an absolute right).

You have the right to request that I restrict processing of personal data about you that I hold in certain circumstances.

You have the right to object to processing of personal data about you on grounds relating to your particular situation (also again this right is not absolute).

 

If you are unhappy or wish to complain about how your information is used, you should contact me (Lilja Katanka) in the first instance to resolve your issue.

 

If you are still not satisfied, you can complain to the Information Commissioner’s Office. Their website address is www.ico.org.uk.

 

I keep my privacy notice under regular review, and I will make new versions available on my privacy notice page on this website (www.lifeisforlivingwell.co.uk/privacy)

TERMS & CONDITIONS

Appointments must be booked in advance with the practitioner.  You will receive a confirmation email which includes an intake form for your personal details.  You will also receive a reminder email 24 hours before your appointment.  If you do not cancel you appointment with at least 24 hours notice you must pay the full price of the appointment.  If you are late for your appointment your treatment time will be shorter and the full price must still be paid.  

DISCLAIMER

Health and wellbeing are the responsibility of the individual. Advice and treatments provided by Lilja Katanka are complementary and not an alternative to conventional medical opinion or treatment. Your ‘diagnosis’ will be from a classical Chinese Medicine point of view and your treatment won’t claim to ‘cure’, but to bring about change which can help your body to heal itself.

There are always a few contraindications to the treatments offered, and they don’t always mean that a treatment cannot take place. Your initial consultation is incredibly thorough and it is very important that you inform your practitioner of any medical conditions you have and those you have suffered with in the past, current medications or medical investigations, and provide updates at subsequent sessions if any of the discussed aspects change, this is especially the case with any changes to medication. It is your responsibility to check with your medical practitioner in case you suffer from a condition and/or are in doubt whether to have treatment.

 

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©2018 by Life is for Living Well.