top of page

PRIVACY POLICY

1. ABOUT THIS DOCUMENT
This privacy policy, which may also be referred to as a privacy notice or privacy statement, relates to the processing of personal data, which is information on a living person (a natural person who shall from here on be referred to as the Data Subject) that is not already in the public domain.

The purpose of the Data Protection Act of 2018, the Privacy and Electronic Communications Regulations (PECR), and the UK General Data Protection Regulation (UK GDPR) is to safeguard and improve the rights of data subjects in the UK. These rights include the protection of personal data in the UK, regulation of how it is stored and safeguarding against unauthorized processing.

This notice outlines how data is processed by Heilkraft Osteopathy, registered at 1 Holly Close, EX16 6HN, which will from here on be referred to as the Osteopaths for the purposes of this document.

 

 

2. ABOUT US
Musculoskeletal disorders are diagnosed and treated by osteopaths. The Institute of Osteopathy's patient charter, which can be found at http://www.iosteopathy.org/osteopathy/the-patient-charter/, is followed when administering treatments. If other modalities of treatment are used, the Osteopaths will be happy to provide further information upon request.

 

 

3. YOUR PERSONAL DATA
a) Osteopaths may need comprehensive medical information in order to treat patients. Only information that is pertinent and required for your care will be gathered. We will take notes during your visit to our office, which may contain information on your health, prescription drugs, therapy, and other matters pertaining to your musculoskeletal disorders. Although pre-screened staff members who have all signed an integrity and confidentiality agreement may handle this data for storage purposes, it is always kept private and is never shared with anybody who is not involved in your care. To be able to process your personal data it is a condition of any treatment that you give your explicit consent to allow the Osteopaths to document and process your personal medical data. Your supplied contact information, including phone numbers, email addresses, and mailing addresses, may be used to send you reports or other treatment-related information, or to remind you of upcoming appointments.

b) The Osteopaths may use the contact information you have given them for marketing reasons, including contacting you by phone or email with material the Osteopaths think might be relevant to you.

c) By initially contacting the Osteopaths you agree that we may communicate with you about marketing until you opt out (possible any time) or we stop advertising our services. In certain cases, osteopaths may also act as data processors on behalf of their patients when we recommend other practitioners who may not be our employees but are based on our property. The Osteopaths do not sell your data, and you may request that your information be deleted from our marketing database by contacting us by phone or email using the information at the end of this privacy notice.
d) The Osteopaths might gather some basic personal information about you from marketing forms and surveys you fill out, from our phone conversations and correspondence logs, and from information about your website visits. This information may include personally identifiable information such as Internet Protocol (IP) addresses and other types of this data.
e) The website for the Osteopaths makes use of cookies, which are a collection of data that a website saves on a user's computer and that the user's browser sends to the website each time they visit. Cookies are used by Wix.com to assist the Osteopaths in identifying and monitoring users and their preferences for website access. Before accessing the Osteopaths’ website, users who prefer to not use cookies to be installed on their computers should configure their browsers to reject these.

f) The Osteopaths will only gather the information necessary to deliver the services you need.
 

​

4. THE LEGAL FOUNDATION FOR HANDLING ANY PERSONAL INFORMATION
Our objective is to fulfill our contractual duties as derived from the express consent of the patient and our rightful interest in replying to queries regarding our services.


5. OSTEOPATHS PURSUED LEGITIMATE INTERESTS
Our objective is to advocate for the treatment of people suffering from a variety of musculoskeletal issues, including, but not limited to, tension headaches, sciatica, frozen shoulders, tennis elbow, back and neck pain, sports injuries, and other degenerative joint diseases.

 


6. CONSENT
By accepting this privacy policy, you give the Osteopaths permission to use your personal information for the reasons listed. You can revoke your permission at any time. Please contact us via email, phone or postal contact provided at the end of this document.

 


7. DISCLOSURE POLICY
Our administration team will have access to your contact information so they may schedule appointments and handle your account but will do this securely to protect your personal information. However, only members of staff directly involved in your treatment will have access to your patient records. The Osteopaths won't share your personal information with any third party unless required to do so by law, regulation, or legitimate government requests.

Further, the Osteopaths reserve the right to enforce their Terms and Conditions for reasons including, but not limited to: the prevention and mitigation of fraud or technical issues; violations of the law; violations of the Osteopaths Terms and Conditions, staff or property.

 

​​

8. DATA RETENTION POLICY

Personal data will be handled throughout the course of any treatment and retained for eight years after the discontinuation of treatment to comply with legal obligations. All personal data will be deleted following this eight-year period, with the exception of basic information that may need to remain on our records to comply with future requirements, including, but not limited to, proof of erasure.

Information about minors who have been treated will be stored until they turn 25 years old.

 


9. WHERE DATA IS STORED
All information and data is stored within the UK.

 


10. WHAT YOU CAN DO WITH YOUR DATA
Throughout the period that your data is held with the Osteopaths, every data subject is permitted to:

​

  • The right to be informed – you have the right to ask what information is being handled and for what reasons.

  • The right of access to your personal data – you may ask for a copy of all the information we have about you.

  • The right to have incorrect data updated – you are allowed to correct any wrong or missing information we have about you.

  • The right of erasure – when certain requirements are met, you can ask us to completely delete your information.

  • The right to stop or restrict the processing of your data – when certain requirements are met, you can stop the processing of your information.

  • The right to data portability - this allows you to receive and reuse your data for different services

  • The right to object to how your data is processed in certain circumstances

  • – you can refuse to allow certain ways in which we your information, like sending you marketing content.
    The right to automated decision-making processes (without human involvement), including profiling – you are allowed to opt out of  automated processing, such as profiling.

  • Should the Osteopaths decline your access request, you will receive an explanation, and you are entitled to contest this legally.

  • Upon your request, the Osteopaths will verify and share the details regarding the information they possess concerning you, along with how it is managed.

     

11. THE FOLLOWING DETAILS ARE AVAILABLE UPON YOUR REQUEST:

  • The identity and contact information of the individual or entity (the Osteopaths) responsible for defining the methods and reasons behind the handling of your information.

  • Where relevant, the contact information for the data protection officer.

  • The reasons for the data processing, along with its legal justification for it.

  • Whether the data processing is based on the Osteopaths' legitimate interests, as well as details about those specific interests.

  • The types of personal information that are gathered, kept, and handled.

  • The individual(s) or categories of individuals to whom the data has been or will be disclosed.

  • The duration for which the data will be retained.

  • Specifics regarding your entitlements to rectify, remove, limit, or oppose this processing.

  • Details concerning your entitlement to consent withdrawal at any time.

  • Information about how to file a complaint with the appropriate regulatory body (ICO).

  • Clarification on whether supplying personal data is a legal or contractual necessity, or a prerequisite for entering into an agreement, including whether you must supply the data and what might occur if you don't.

  • The origin of the personal data if it was not obtained directly from you.
     

Comprehensive details and information regarding automated decision-making, including profiling, along with clear insights into the underlying rationale, significance, and anticipated outcomes of this processing.

 

​

12.  PROOF OF IDENTITY NEEDED TO SEE YOUR PERSONAL DATA
When you want to know what personal information we have about you, the Osteopaths need to check your ID by accepting a photocopy of your driver's licence, passport, a birth certificate, or a recent utility bill (less than three months old). You must give us at least one item from the photo ID list and also one supporting document. If the Osteopaths are not sure about the ID you give us, we might ask for more details before we share your personal data.

Please send all requests to fenja@heilkraft.co.uk, call us on 07586 302 137, or send a letter to our address, which is listed later in this document.

 


13. COMPLAINTS POLICY
If you are not happy with how the Osteopaths are using your personal data, you can tell us about it. If you don't hear back from us in 14 days, you also have the option to contact the ICO to complain.

Here's how to get in touch with either of these:

Heilkraft Osteopathy
1 Holly Close, EX16 6HN

fenja@heilkraft.co.uk

07586 302 137

ICO

Wycliffe House, Water Lane, Wilmslow, SK9 5AF

email: https://ico.org.uk/global/contact-us/email/

Telephone +44 (0) 303 123 1113

bottom of page