As primary Allied Healthcare Practitioners, Osteopaths take data protection and confidentiality issues very seriously. This Privacy Policy 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 Osteopath verbally at 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, to help you remember your appointments.
- Emailing you personalised exercise plans or other relevant health advice.
- Accounting, billing and payment card verification.
- Emailing you about changes to our service.
- Occasional newsletters and marketing promotions. You will be asked at your first appointment whether you are happy to receive such communications. You can also opt out at any time by letting your Osteopath know.
- 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. 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.
- 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 Osteopath 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.
- Administrative staff, such as our receptionist who may have access to contact details, but not medical notes.
*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.
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.
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?
Hannah Ramsay (Principal Osteopath) is responsible for data protection at The Osteopathy and Injury Management Centre. H B Osteopathy trading as H B Osteopathy at The Osteopathy and Imjury Management Centre is registered with the Information Commissioners Office (ICO). If you have any concerns about how we handle your data, please contact Hannah Ramsay: Hbosteopathy.com / 07908415376. If you are not satisfied with our response, then you have the right to raise the matter with the ICO.
Hannah Ramsay
Abshot Osteopathy
August 2020