PRIVACY (& CONSENT) NOTICE
YOUR PERSONAL INFORMATION – GENERAL DATA PROTECTION REGULATION (GDPR)
GDPR is bringing in new legal protection for personal information from May 2018. This tells you what personal information we hold and why, and what your rights are. Once you have read it please complete and sign the declaration at the bottom.
Therapist’s Name/Identity: Karen and Charlton Botha
Therapist’s Contact Details:
Telephone No: 01708747991
Email address: email@example.com
Address: 12 Oxley Close, Gidea Park, RM2 6NX
Data Controller Contact Details: Your therapist being Karen or Charlton Botha
Data Protection Officer: as above Karen and Charlton Botha
The Purpose of processing Client Data
I hold and use client data in order to provide you with the best possible treatment options, support and advice.
Lawful Basis for holding and using Client Information
The lawful basis under which I hold and use for information is
a) my legitimate interests i.e. my requirement to retain the information in order to provide you with the best possible treatment options and advice
b) my requirement to hold your information for the following legal reasons:
a. ‘claims occurring’ insurance: (records to be kept for 7 years after last treatment)
b. law regarding children’s records (records to be kept until the child is 25 or if 17 when treated, then 26)
c. CNHC requirements to retain information for 8 years
d. periodic updates
c) send over vouchers you earn
As I hold special category data (i.e. health related information), the Additional Condition under which I hold and use this information is: for me to fulfil my role as a health care practitioner bound under the AoR Confidentiality as defined in the AoR Code of Practice and Ethics.
What information I hold and what I do with it
In order to give professional therapy treatments, I will need to ask for and keep information about your health. I will only use this for informing therapy treatments and any advice I give as a result of your treatment. The information to be held is:
Your contact details
Medical history and other health-related information
Treatment details and related notes
I will NOT share your information with anyone else (other than within my own practice, or as required for legal process) without explaining why it is necessary, and getting your explicit consent.
As I am treating as the result of a referral, I have to share certain details with the person who referred you. They will not know anything about our treatments which will remain confidential within our practise, only that you came.
I will keep your information in line with the lawful basis listed above.
Your data will not be transferred outside the EU without your consent.
Protecting Your Personal Data
I am committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, I have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you.
I will contact you using the contact preferences you have given me.
GDPR gives you the following rights:
The right to be informed:
To know how your information will be held and used (this notice).
The right of access:
To see your therapist’s records of your personal information, so you know what is held about you and can verify it.
The right to rectification:
To tell your therapist to make changes to your personal information if it is incorrect or incomplete.
The right to erasure (also called “the right to be forgotten”):
For you to request your therapist to erase any information they hold about you
The right to restrict processing of personal data:.
You have the right to request limits on how your therapist uses your personal information
The right to data portability: under certain circumstances you can request a copy of personal information held electronically so you can reuse it in other systems.
The right to object:.
To be able to tell your therapist you don’t want them to use certain parts of your information, or only to use it for certain purposes.
Rights in relation to automated decision-making and profiling.
The right to lodge a complaint with the Information Commissioner’s Office:
To be able to complain to the ICO if you feel your details are not correct, if they are not being used in a way that you have given permission for, or if they are being stored when they don’t have to be.
Full details of your rights can be found at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.
If you wish to exercise any of these rights, please email your therapist, Karen or Charlton Botha on firstname.lastname@example.org
If you are dissatisfied with the response you can complain to the Information Commissioner’s Office; their contact details are at: www.ico.org.uk
If you don’t agree to your therapist keeping records of information about you and your treatments, or if you don’t allow them to use the information in the way they need to for treatments, the therapist may not be able to treat you
Your therapist has to keep your records of treatment for a certain period as described above, which may mean that even if you ask them to erase any details about you, they might have to keep these details until after that period has passed
Your therapist can move their records between their computers and IT systems, as long as your details are protected from being seen by others without your permission.