This document refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.
The General Data Protection Regulation (GDPR) which is EU wide and far more extensive than its predecessor the Data Protection Act, along with the Privacy and Electronic Communications Regulations (PECR), seek to protect and enhance the rights of EU data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU and its storage within the EEA.
1 - Your Practice
Back to Back – The Earlsfield Osteopath, based at 432 Garratt Lane, Earlsfield, London SW18 4HN which hereafter for the purposes of this Privacy Notice will be referred to as Back to Back, is pleased to provide the following information:
2 - Who we are
Back to Back diagnose and treat health conditions. Treatments are carried out in accordance with the Institute of Osteopathy’s patient charter. The practice may also provide other treatments such as massage and reflexology, about which our staff will be pleased to provide more details.
3 - Personal Data
a) For the purposes of providing treatment, Back to Back may require detailed medical information. We will only collect what is relevant and necessary for your treatment. When you visit our practice, we will make notes, which may include details concerning your medication, treatment and other issues affecting your health. We may take photographs or video if this would be helpful in your care. This data is always held securely, although for data storage purposes it may be handled by pre-vetted staff that have all signed an integrity and confidentiality agreement. Contact details provided by you such as telephone numbers, email addresses, postal addresses may be used to remind you of future appointments and provide reports or other information concerning your treatment.
b) For marketing purposes, Back to Back may also use the contact details provided by you to respond to your enquiries, including making telephone contact and emailing information to you which the practice believes may be of interest to you.
c) In making initial contact with the practice you consent to Back to Back maintaining a marketing dialogue with you until you either opt out (which you can do at any time) or we decide to desist in promoting our services. Back to Back may occasionally also act on behalf of its patients in the capacity of data processor, when we may promote other practitioners based at our premises, who may not be employed by us. Back to Back do not broker your data and you can ask to be removed from our marketing database by emailing or phoning the practice using the contact details provided at the end of this Privacy Notice.
d) Some basic personal data may be collected about you from the marketing forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to, personally identifying information like Internet Protocol (IP) addresses.
e) Back to Back’s website uses cookies, which is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. Squarespace uses cookies to help Back to Back to identify and track visitors and their website access preferences. Back to Back’s website visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using Back to Back’s website.
f) Back to Back will only collect the information needed so that we can provide you with the services you require, the business does not sell or broker your data.
4 - Legal basis for processing any personal data
To meet our contractual obligations obtained from explicit Patient Consent and legitimate interest to respond to enquiries concerning the services provided.
5 - Legitimate interests pursued by Back to Back, its Osteopaths and team
To promote health and well-being, exercise and treatment for its patients and to the public indicated in our osteopathic care.
6 - Cookies and our website
We use cookies to analyse user activity to improve our website. For example we may look at a how a user found our website or which pages are visited more frequently. All information collected is anonymous.
Our website contains links to other third party sites. Back to Back is not responsible for the privacy practices within any of these sites.
7 - Consent
Through agreeing to this privacy notice you are consenting to Back to Back processing your personal data for the purposes outlined. You can withdraw consent at any time by using the postal, email address or telephone number provided at the end of this Privacy Notice.
8 - Disclosure
Back to Back will keep your personal information safe and secure, only the osteopaths and senior administrative staff will have access to your patient records. Back to Back will not disclose your Personal Information unless compelled to, in order to meet legal obligations, regulations or valid governmental requests. The practice may also enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of its staff.
9 - Retention Policy
Back to Back will process personal data during the duration of any treatment and will continue to store only the personal data needed for eight years after the contract has expired to meet any legal obligations. After eight years all personal data will be deleted, unless basic information needs to be retained by us to meet our future obligations to you, such as erasure details. Records concerning minors who have received treatment will be retained until the child has reached the age of 25.
10 - Data storage
All patient data is securely held outside of the UK and EU within a practice management software system called Cliniko. Cliniko are GDPR compliant and you can view their privacy policy here. We use also Cliniko for our online follow up appointments.
11 - Your rights as a data subject
At any point whilst Back to Back are in possession of, or processing your personal data, all data subjects have the following rights.
Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.
In the event that Back to Back refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge. At your request Back to Back can confirm what information it holds about you and how it is processed.
12 - You can request the following information:
Identity and the contact details of the person or organisation (Back to Back) that has determined how and why to process your data.
Contact details of the data protection officer, where applicable.
The purpose of the processing as well as the legal basis for processing.
If the processing is based on the legitimate interests of Back to Back and information about these interests.
The categories of personal data collected, stored and processed.
Recipient(s) or categories of recipients that the data is/will be disclosed to.
How long the data will be stored.
Details of your rights to correct, erasure (right to be forgotten), restrict or object to such processing.
Information about your right to withdraw consent at any time.
How to lodge a complaint with the supervisory authority (ICO).
Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
The source of personal data if it wasn’t collected directly from you.
Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
13 - To access what personal data is held, identification will be required
Back to Back will accept the following forms of identification (ID) when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If Back to Back is dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made to enquiries@backtoback432.co.uk or by phoning 020 8605 2323 or writing to us at the address further below.
14 - Complaints
In the event that you wish to make a complaint about how your personal data is being processed by Back to Back you have the right to complain to us. If you do not get a response within 30 days, you can complain to the ICO.
The details for each of these contacts are:
Annie Dodd
Telephone 020 8605 2323 or email: annie@backtoback432.co.uk
ICO
Wycliffe House, Water Lane, Wilmslow, SK9 5AF Telephone +44 (0) 303 123 1113 or email them here.
Version 2.0 Date: 07 July 2020