Liz Kidd Acupuncture Privacy Policy

Our contact details 

Name: Liz Kidd

Phone Number:  07909 925499

E-mail:liz@lizkiddacupuncture.co.uk

The type of personal information we collect 

We currently collect and process the following information:

  • Personal identifiers, contacts and characteristics (for example, name and contact details)
  • Appointment dates and times
  • Your presenting complaint and symptoms reported by you
  • Any relevant medical and family history you have told us
  • Your GP’s name and address
  • Our clinical findings about your health and wellbeing
  • A record of any treatment given and details of progress
  • Any information and advice that we have given
  • Any decisions made in conjunction with you
  • Accident records for any patients, visitors or staff
  • Any adverse incident occurring,
  • Records of your consent to treatment

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

We use the information that you have given us in order to

  • We use your name, address, telephone number and email address to make and rearrange appointments. We are unable to send or receive encrypted emails so you should be aware that any emails we send or receive may not be protected in transit. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send us is within the bounds of the law.
  • Some patients and prospective patients tell us about their medical conditions and medication by email. We are unable to send or receive encrypted emails so you should be aware that any emails we send or receive may not be protected in transit. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send us is within the bounds of the law.
  • We keep a permanent attendance register which records all appointments for patients attending our clinic to keep a record of when you were treated for tax purposes and to secure potential evidence in the event of a criminal prosecution, civil litigation, insurance claim or complaint to my regulatory body, the British Acupuncture Council.
  • We may use your date of birth to help identify patients with the same name to avoid mistakes being made as to safe and appropriate treatment, for identification purposes if referring a patient to another health practitioner, and for identification purposes if writing to a registered medical practitioner so that they correctly identify the patient.
  • We use your presenting complaint and symptoms reported by you for the purposes of making a full traditional diagnosis, formulating treatment strategy and treatment planning.
  • We use any relevant medical and family history you have told us for making a traditional diagnosis, formulating treatment strategy and treatment planning.
  • We use your GP’s name and address in the event that we need to contact your GP including in an emergency and because it is a mandatory requirement in the British Acupuncture Code of Professional Conduct.
  • We use our clinical findings about your health and wellbeing for making a traditional diagnosis, and formulating treatment strategy and treatment planning.
  • We keep a record of and refer to that record of any treatment given and details of progress of your case, including reviews of treatment planning to enable us to: review the traditional diagnosis, treatment strategy and planning; and to secure evidence in the event of criminal proceedings, civil litigation, an insurance claim or complaint. 
  • We record and use any information and advice that we have given, especially when referring patients to any other health professional (after discussion with, and permission from you) to help you to receive the most appropriate treatment and to secure evidence in the event of criminal proceedings, civil litigation, an insurance claim or complaint. 
  • We record any decisions made in conjunction with you to help you to receive the most appropriate treatment and to secure evidence in the event of criminal proceedings, civil litigation, an insurance claim or complaint. 
  • We keep accident records for any patients, visitors or staff who are involved in accidents at our clinic in accordance with UK Health and Safety legislation including the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) to comply with the law and to secure evidence in the event of criminal proceedings, civil litigation, an insurance claim or complaint. 
  • In the event of an adverse incident occurring to any of our patients we report the matter to the British Acupuncture Council and our insurance company to enable the insurance company to deal with any potential claims and to help the British Acupuncture Council to develop its safe practice guidelines, as well as providing research data and information for the BAcC’s insurers and other interested parties. 
  • Where relevant we maintain records of the patient’s consent to treatment, or the consent of their next-of-kin in order to be able to prove that the patient (and/or parent/guardian/next of kin) has given informed consent to treatment to secure evidence in the event of a civil claim, criminal prosecution, insurance claim or complaint.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are: 

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting me on the details given above.

(b) We have a legal obligation.

(c) We have a legitimate interest.

How we store your personal information 

Your information is securely stored in a locked filing cabinet at my home premises when not in use.

We keep your information for 7 years after your last appointment, in accordance with the British Acupuncture Code of professional Conduct. We will then dispose your information by confidential shredding or incineration.

We use website cookies to improve user experience of our website by enabling our website to ‘remember’ users, either for the duration of their visit – using a ‘session cookie’ – or for repeat visits – using a ‘persistent cookie’.

Our website search is powered by WordPress. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by us or any third party.

We use a third party service, Siteground. For more information about how Siteground processes data, please go to their Privacy Policy.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information. 

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. 

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at liz@lizkiddacupuncture.co.uk if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at liz@lizkiddacupuncture.co.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk