Essential Osteopathy - Privacy Policy
This Privacy Notice explains how Essential Osteopathy collects, uses, stores, processes and protects your personal information when you attend for Osteopathic treatment.
I am committed to handling your information securely, confidentially and lawfully in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the General Osteopathic Council’s Standards of Practice.
Essential Osteopathy
1st floor, 48 Berkeley Street, Glasgow G3 7DS
What information I collect
To provide safe and effective Osteopathic care, I may collect information including:
Your name, address, telephone number, email address and date of birth
Medical history, current symptoms and relevant lifestyle information
Details of previous injuries, operations, illnesses and medication
Clinical findings, examination results, treatment provided and progress notes
Appointment history, billing information and communication preferences
Information you provide through online intake forms, email, telephone or during appointments
Where appropriate, I may also receive relevant information from other healthcare professionals where you have requested this or provided your consent.
Why I collect and use your information
Your information may be used to:
Assess your suitability for Osteopathic treatment and provide safe and effective assessment and treatment
Maintain accurate clinical records and monitor your progress
Contact you regarding appointments and other administrative matters
Prepare written exercises, advice and follow-up information
Communicate with other healthcare professionals involved in your care where appropriate
Process payments and manage practice administration
Meet my professional, legal and regulatory obligations
Your personal information is not used to make solely automated clinical decisions about you. Clinical decisions, diagnoses and treatment recommendations remain the responsibility of your Osteopath.
Legal basis for processing your information
Under UK GDPR, I process personal information under an appropriate lawful basis and where health information is involved an appropriate condition for processing special category data.
Depending on the circumstances, this may include the provision and management of healthcare, performance of a contract to provide Osteopathic treatment, compliance with legal and regulatory obligations, legitimate interests in managing the practice and providing continuity of care and vital interests where necessary to protect you or another person.
Consent may also be used where required including for optional marketing communications. You may withdraw your consent for marketing communications at any time.
How your information is stored and protected
I take confidentiality and information security seriously.
Electronic clinical records are securely stored within Jane, a password-protected clinical records system.
Clinic computers and mobile devices are password protected and protected using appropriate security measures.
Older paper records where applicable are stored securely with restricted access.
Access to personal information is limited to what is necessary for providing your care and operating the practice.
Appropriate technical and organisational measures are used to help protect your information against unauthorised access, loss, misuse or disclosure.
I do not sell your personal information or share it for third-party marketing purposes.
Use of digital documentation and AI-assisted tools
I may use AI-assisted tools, including ChatGPT, to support clinical documentation and practice administration.
Before patient information is entered or uploaded, direct identifying information such as names, dates of birth, addresses and contact details is removed. Only information necessary for the particular task is used.
AI-assisted tools do not make clinical decisions or determine your treatment. All information produced using these tools is reviewed by me before it is used or added to your clinical record.
If you would prefer that AI-assisted tools are not used in connection with your care, please let me know.
Who your information may be shared with
Your personal information is treated as confidential and will only be shared or processed where it is lawful and appropriate to do so.
Organisations or services involved in processing information may include:
Jane – appointment booking, billing and clinical record management
Mailchimp – where you have chosen to receive newsletters or marketing communications
Digital documentation, communication and AI-assisted service providers used to support clinical documentation and practice administration
Other healthcare professionals involved in your care where you have requested this or where there is another appropriate lawful basis for sharing the information
Information may also be disclosed where required by law or where necessary to protect you or another person from serious harm.
Your personal information is never sold or shared with third parties for their own marketing purposes.
International processing
Some digital service providers may process or store information outside the United Kingdom. Where this occurs, appropriate steps are taken to ensure that suitable data protection arrangements and safeguards are in place in accordance with UK data protection requirements.
Marketing communications
If you choose to receive newsletters or practice updates these may be sent using Mailchimp.
Marketing communications are entirely optional. You may unsubscribe at any time using the link provided within the email or by contacting Essential Osteopathy directly.
How long your information is kept
Clinical records are retained in accordance with applicable professional and legal requirements. This is currently:
Eight years after your last appointment
Until your 25th birthday if you were under 16 at the time of your last treatment
Until your 26th birthday if you were aged 17 at the time of your last treatment
Following the relevant retention period your records will be securely destroyed or permanently deleted where appropriate.
Your rights
Under UK GDPR you may have the right to:
Request access to the personal information held about you
Request correction of inaccurate or incomplete information
Request erasure of information where this is legally appropriate
Request restriction of processing where applicable
Object to certain processing where permitted by law
Withdraw consent where processing relies upon consent
Request a copy of your clinical records
Requests can be made by contacting:
Email: fiona@essentialosteopathy.co.uk
Telephone: 07887 655007
If you remain dissatisfied with how your personal information has been handled, you have the right to complain to the Information Commissioner’s Office (ICO).
Data Protection Lead
Fiona McIntosh, Registered Osteopath, is responsible for data protection within Essential Osteopathy.
Essential Osteopathy is registered with the Information Commissioner’s Office (ICO).
