When you supply your personal details to this clinic, they are stored and processed for 3 reasons (the text in bold are the relevant terms used in the General Data Protection Regulation – i.e. the law):
1. We need to collect personal information about your health in order to provide you with the best possible treatment. Your requesting of treatment and our agreement to provide that care constitutes a contract. You can, of course, refuse to provide the information, but if you were to do that, we would not be able to provide treatment.
2. We have a “Legitimate Interest” in collecting that information, because without it we couldn’t do our job effectively and safely.
3. We also think that it is important that we can contact you in order to confirm your appointments with us or to update you on matters related to your medical care. This again constitutes “Legitimate Interest”, but this time it is your legitimate interest.
We have a legal obligation to retain your records for 8 years after your most recent appointment (or age 25, if this is longer), but after this period you can ask us to delete your records if you wish. Otherwise, we will retain your records indefinitely in order that we can provide you with the best possible care should you need to see us at some future date.
Any records prior to July 2020 relating to your care are stored on paper, in locked filing cabinets, behind a locked, security-coded door. The offices are always locked out of working hours. Patient information and details of treatment since July 2020 are stored elcetronically on a secure server by "Cliniko". This is a specific programme for health practitioners and their data handling policy compies with all current GDPR regulations. Information such as GP letters are stored within the same programme.
We will never 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 practitioner(s) in order that they can provide you with treatment
Best Reception, a company employed to take or make phone calls relating to appointments on our behalf. They do not have access to your medical history or sensitive personal information. This provider has given us their assurances that they are fully compliant with the General Data Protection Regulations.
You have the right to see what personal data of yours we hold, and you can also ask us to correct any factual errors. Provided the legal minimum period has elapsed, you can also ask us to erase your records.
We want you to be absolutely confident that we are treating your personal data responsibly, and that we are doing everything we can to make sure that the only people who can access that data have a genuine need to do so.
Of course, if you feel that we are mishandling your personal data in some way, you have the right to complain. Complaints need to be sent to the “Data Controller” and the details are below.
01424 425 308
The South Coast Clinic, 49 London Road, St Leonards-on-Sea, TN37 6AY
If you are not satisfied with our response, then you have the right to raise the matter with the Information Commissioner’s Office.