As patients of The Family Chiropractic Centre, we need to hold personal information about you. Theses records help us provide you with the best possible health care.
Information about you includes:
- Name, address, contact details, medical history, Gp and dentist details
- Any contact we have had with you such as appointment history, follow up calls, appointment reminders
- Details and notes about you /your child’s treatment and care
- Relevant information from other health care professionals.
Our records are stored both electronically and on paper. All out treatment notes and relevant information is stored in paper files. We use a third party specialist call answering service to provide cover when we cannot answer the phone ourselves. They are fully GDPR compliant and we can confirm they only use any information you share to update bookings or to pass on to us.
Neither we, nor any third parties we work with, sell your information or use it for any other purpose than to provide the services to you that you have requested from us.
Your data is not used for marketing or any other purposes. We are committed to protecting your privacy and will only use information collected lawfully in accordance with: General Data protection rules 2018, Human rights act 1998, and Common law duty of confidentiality and General Chiropractic Code of conduct.
The clinic Director, Shaana van Aardenne, is the centre’s data controller and is registered with the Information Commissioners Office. The data controller is responsible for their accuracy and safe-keeping of your records. All information about you is held securely in locked filing cabinets and the centre is always locked out of working hours. Appropriate safeguards are in place to prevent accidental loss, or access without consent. Our Receptionist has access to your data because she organises practioners’ diaries and coordinates appointments and reminders. All Chiropractors have access to your records to enable them to provide care. Everyone who works at The Family Chiropractic Centre have a legal obligation to keep your information confidential.
We have a legal obligation to retain your records for 8 years after your most recent appointment and after this period you can ask us to delete your records, otherwise we will retain your records indefinitely so that we can provide the best care should you need to continue care at a future date [In the case of children, we have to keep their files for a period of 8 years after their 18th birthday].
Please help to keep your records up to date by informing the clinic of any change of circumstances such as your address or if any details are incorrect.
We only ever pass on information about you if there is a genuine need for it and we have your consent. This may be to your GP, dentist, other health professional, solicitors, and reports for insurance companies. We will ensure anyone with access to your records is properly trained in confidentiality issues.
We will not disclose any information about you without your written permission or in a child’s case, parental consent, unless there are exceptional circumstances, where the law requires information to be passed on, or there is an imminent risk to the life of yourself or others.
To ensure your privacy, we will not disclose information over the telephone or email unless we are sure that we are communicating directly with you. Information will not be disclosed to family and friends unless we have prior written consent and we will not leave messages involving personal data with others.
You have a right to request access to view or obtain copies of all your records held by us and have it amended should it be inaccurate. All requests for personal data must be made in writing by the patient or legal guardian to:
The Data Controller
The Family Chiropractic Centre
87 Trowbridge Road
Bradford on Avon
All requests must be signed and dated, and we may phone you to confirm prior to be release of any personal data. We will respond to you request within 30 days.
Should you have any concerns how your information is managed, you can contact the clinic director at the above address or email firstname.lastname@example.org. If you are still unhappy, you can then complain to the Information Commissioners Office via their website (www.ico.gov.uk)