Luke Askew and Kirstie Cousins, trading as Leytonstone Osteopathy, Leytonstone Osteopaths and Flow Studio6 Gainsborough Road, London E11 1HT
What data do we collect?
We collect data which includes some of your personal details in order to provide you with the best possible treatment. This data includes the following:
When you first attend our clinics or make any appointment, we record your first and last names, date of birth, address, email address, phone number. At a consultation we record your medical history, GP contact details, and details of your presenting condition. During the consultation we record treatment notes, and recommendations and medical alerts, and any other relevant information e.g. test results that you share with us.
We may also record your marketing preferences.
How we use your data
When you provide your personal details to the clinic they are stored and processed for the following reasons: (These terms relate to the General Data Protection Regulation)
We need to collect personal data about your health in order to provide you with the safest and highest possible standards of care. 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. We have a ‘Legitimate Interest’ in collecting your personal data, because without it we couldn’t do our job effectively or safely.
Communicating with you
We also think that it’s important that we are able to contact you in order to confirm your appointments with us or update you on matters related to your medical care. This again constitutes ‘Legitimate Interest’ but this time it is your legitimate interest.
Marketing and promotions. Provided we have your consent, we may occasionally send you general health information in the form of newsletters, clinic updates, articles or advice. You may withdraw this consent at any time, by contacting us or by following the unsubscribe instructions in such communications.
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 at some future date.
How do we store your records?
- Electronically (“in the cloud”) using specialist medical records service – Cliniko.
- Access to this data is password protected and the passwords are changed regularly.
- Specialist exercise prescription service Rehab My Patient.
- Access to this data is password protected, and the passwords are changed regularly.
- These providers have given us their assurances that they are fully compliant with the General Data Protection Regulations.
- We no longer retain paper records.
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:
- The medical records service who store and process our files
- Your practitioner(s) in order that they can provide you with treatment
- Our booking service are able to see your name, address, date of birth phone number and email, in order to accurately identify you on our system and make or cancel an appointment for you.
- We also use Mailchimp to coordinate our messages, so your name and email address may be saved on their server.
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 ask us to correct any factual errors. Provided the legal minimum period has elapsed (see above), you can also ask us to erase your records. Please email firstname.lastname@example.org if you would like to see 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.
Of course, if you feel that we are mishandling your personal data in some way, you have the right to complain. Complaints need to be sent to what is referred to in the as the “Data Controller”. Here are the details you need for that:
6 Gainsborough Road, London E11 1HT
020 8281 0031
If you are not satisfied with our response, then you have the right to raise the matter with the Information Commissioner’s Office.
We are offering secure encrypted telehealth video appointments via Cliniko (our patient record and diary management system) and doxy.me. These systems are secure, approved for medical use and do not allow us to record the interaction. We are doing everything possible from our side to protect your privacy. We will ensure that we are alone and unable to be overheard during your consultation. Please ensure that you are happy with your own situation during your consultation.
No personal information is stored.
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