Information

• On paper, in locked filing cabinets, and the offices are always locked and alarmed out of working hours.
• Electronically (“in the cloud”), using Cliniko, a practice management software. This provider has given us their assurances that they are fully compliant with the General Data Protection Regulations. Access to this data is password protected, and the passwords are changed regularly.
• On our office computers. These are password-protected, backed up regularly, and the office(s) are locked and alarmed out of working hours.
• On occasion, we will write letters or reports on our home computers. These will be transferred to the secure medical record software as soon as possible, then deleted from the home computer (which is password protected).

• Cliniko, our practice management software.
• Our practitioners in order that they can provide you with treatment.
• Our reception staff, because they organise our practitioners’ diaries, and coordinate appointments and reminders.
• Other administrative staff, such as our bookkeeper. They will not have access to your medical notes, just your essential contact details.
• We use a service called care response to collect outcome data – to measure how effective our care has been, but you can opt out of this at any time.
• We also use bOnline, Mailchimp and Yahoo to coordinate our messages, so your name and email address may be saved on their server.

From time to time, we may have to employ consultants to perform tasks which might give them access to your personal data (but not your medical notes). We will ensure that they are fully aware that they must treat that information as confidential, and we will ensure that they sign a non-disclosure agreement.

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.

Should your personal data that we control be lost, stolen or otherwise breached, where this constitutes a high risk to your rights and freedoms, we will contact you without delay. Our Data Controller who is dealing with the breach, will explain to you the nature of the breach and the steps we are taking to deal with it.

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 our Data Controller. Here are the details you need for that:

Tanja Kuczinski
southwestchiro@ymail.com
Tel: 01792 281100
Southwest Chiropractic Clinic
44 Sketty Road, Swansea, SA2 0LJ

If you are not satisfied with our response, then you have the right to raise the matter with the Information Commissioner’s Office via their website: www.ico.org.uk