Essential Osteopathy - Privacy Policy

CLIENT CONFIDENTIALITY AND PRIVACY

As of 25th May 2018, there are new rules and safeguards governing how your personal data is collected and used. To ensure that I comply with the provisions of the General Data Protection Regulations and the Data Protection Act 2018 I have updated my privacy policy.

Essential Osteopathy’s policy explains how I collect, use and maintain this information.

I am Essential Osteopathy, 1^st floor, 8 Sandyford Place Glasgow G3 7NB. I provide alternative and complementary therapies services.

I respect your privacy and never sell your data. I process personal information to enable us to provide health services to our patients, to maintain our accounts and records, promote our services and to support and manage our employees as applicable.

Information I Collect

I 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 Osteopath (Fiona McIntosh) via an online intake form and verbally during a face-to-face appointment.
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 from my specialist online diary and medical records service ‘Jane app’, to help you remember your appointments.
Emailing you personalised exercise plans or other relevant health advice (sometimes via rehabmypatient.com).
Accounting, billing and payment card verification via Jane app.
Emailing you about changes to our service (mostly Mailchimp).
Occasional newsletters and marketing promotions. You are able to unsubscribe from this service when you complete the intake form before your first appointment. You can also opt out at any time via an unsubscribe link in any marketing emails from mailchimp or by emailing fiona@essentialosteopathy.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 Osteopaths, and it is of paramount importance that our patients can trust us with their information. I 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 facility ‘Jane app’, 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 Jane app’s privacy policy here
I (the Osteopath) only view patient information which I need to see.
I keep confidential who visits my practice, where they live, the date and times of their appointments and any other personal or medical details.

How do I protect your data?

I use reputable systems that comply with the provisions of the General Data Protection Regulation and the Data Protection Act 2018.

Your medical case history information is recorded electronically (using the reputable and international electronic medical records company Jane app). Any paper case histories taken before we transferred to online records are kept in a locked filing cabinet which only be accessed by staff of Essential Osteopathy. Keys are kept away from public view.

Online systems are secure and safe. PC’s are password protected and have AVG software installed to protect from hacking.

Will Your Data be Shared with Anyone?

We will not share your data with anyone who does not need access without your written consent.* You have the right to gain access to the personal data we hold about you, free of charge.

Only the following people/agencies will have routine access to your data:

Fiona (your Osteopath) in order that she can provide you with treatment and schedule appointments.
We use an online diary and medical records service called Jane app. It is highly valuable to our clinic and ensures the smooth running of our appointments and for the business’ financial tracking. It is due to Jane app that we are able to send you appointment reminder emails and texts. Jane app who have assured us that they are fully GDPR compliant. Access to this data is password protected, and passwords are changed regularly. For the Jane App Privacy Policy click here.
We use an online diary and medical records service called Jane app. It is highly valuable to our clinic and ensures the smooth running of our appointments and for the business’ financial tracking. It is due to Jane app that we are able to send you appointment reminder emails and texts. Jane app who have assured us that they are fully GDPR compliant. Access to this data is password protected, and passwords are changed regularly. For the Jane App Privacy Policy click here.
We also use Mailchimp to coordinate our messages, so your name and email address may be saved on their server. We can remove you from the mailing list at any time you request (email fiona@essentialosteopathy.co.uk)

Due to legal reasons, we have to keep your medical records for at least 8 years after the last treatment received.

This is a good time to update and correct any personal data we have and add any new health information that may have intervened since your last treatment at Essential Osteopathy. Just contact me by email if you would like to do this.

*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?

Osteopaths have a legal 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 (See the Osteopathic Practice Standards). After these time periods, personal data and medical notes will be destroyed.

Who is Responsible for Data Protection?

Fiona McIntosh (Osteopath) is responsible for data protection at Essential Osteopathy. Essential Osteopathy is registered with the Information Commissioner’s Office (ICO). If you have any concerns about how we handle your data, please contact Fiona Mcintosh: fiona@essentialosteopathy.co.uk / 07887 655007. If you are not satisfied with our response, then you have the right to raise the matter with the ICO.