Due to changes in Data Protection Regulations, Edinburgh Chiropractic Clinic must offer you information on how we handle and keep your personal information private and safe.

We want you to be confident in every aspect of our services, that we are treating your personal data responsibly, and that we do everything possible to ensure that only the people with genuine need to, can access that data.

 

who we are
Edinburgh Chiropractic Clinic

10B Broughton Street Lane

Edinburgh

EH1 3LY

edinburghchiro@gmail.com

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what personal data we process, how we store it and what we do with it
You, as a patient under our care, will complete a number of forms with your personal and health details. The contents of the forms will include; name, address, telephone number, email address, date of birth, health information including medical history, diagnosis and treatment data. We request proof of ID (either Driving Licence or Passport) and are required to keep this information under duty of care. Our lawful basis of processing this data is the contract made when you request treatment and we agree to provide that care.

We have a legitimate interest in your specific health information and require an extensive history to allow us to take care of you in the best way possible. i.e. hospital visits, ongoing care with another professional, the provision of services such as chiropractic. You can, of course refuse to provide this information, but we may then be unable to provide treatment.

We will only examine or treat you with your explicit consent.

All third parties used by us to store your personal data (our booking systems for example) are screened to ensure they are fully compliant with the data protection law.

It is important that we continue to hold relevent and recent contact details for you. We may contact you with messages and updates related to your chiropractic care or opening/shutting of the clinic premises for public holidays/snow/locums. In this case, this is in your legitimate interest for us to do so.
Provided we have your consent, we may call you directly regarding appointments, clinic information especially last-minute clinic changes. Please make sure your contact details are kept up to date to allow us to keep you informed. 
 
We may also send you email appointment reminders, invoices where requested, medical information, updates on clinic hours, newsletters containing specific advise and also generalised health information in the form of articles. It is your right to withdraw this consent at any time you just need to let us know.
 
Any of our records stored on our office computers or electronically (in the cloud) are all password protected & must comply with the General Data Protection Regulations. Your paper records and ID are held securely within the clinic premises.

All information you provide is specifically for our use only, we will never share your data with anyone who does not need access without your prior written consent. Only the following people/ agencies will have routine access to your data:

 

• Our chiropractors in order that they can provide you with treatment.

• Our reception staff in the course of their duties, including organisation of appointments and reminders. 

• Our massage therapists if appropriate for your treatment, guided by the head clinician. 

• We use Cliniko to manage our patient database & appointment diary. Any information they store is held in compliance with the General Data Protection Regulations.

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how we hold your personal data
While you are attending our clinic we continue to use and store your personal data. Further to completing care we remain legally obligated to retain records and your personal data for at least 8 years (or age 25 if this is longer). After this period, you can ask to have your information deleted, however limited accounts information must be retained indefinitely to maintain the integrity of the company.

your rights to information we hold about you
As we process your information, you will retain certain rights. These are a right of access, a right of rectification, a right of erasure and a right to restrict processing.

You may request a copy of the data we hold for you at any time. We require such a request in writing or by email to the address shown above. Please provide the following information within your request: your name, address, telephone number, date of birth, email address and full details of what specific information you require. We are legally required to verify your identity, so we may ask to view some photographic ID ie: your passport or driving license before we release any information. 

If you believe any of the information we hold about you is inaccurate or incomplete, we would request that you contact the clinic immediately and directly to allow us to update your records.

If you believe we do not require some of your data, please contact us in writing at the clinic address above.

If you wish us to stop storing your data, please contact us in writing at the clinic address above.

 

data breaches
We will contact you without delay should we become aware of any personal data that we control being lost, stolen or otherwise breached. We will explain the nature of the breach, how you are affected and how we are dealing with this. We will also provide direct contact details of the person who is dealing with the breach.

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should you wish to complain
Should you wish to make a complaint about the way we process and store your personal details, you can contact the ICO via their website: www.ico.org.uk