The processing of personal data is governed by the General Data Protection Regulation
2016/679 (the GDPR). This legislation gives you the right to be informed about the data we hold on you, the way in which we use it, share and store it and the legal basis on which we collect
Who are we?
Acupuncture is the data controller (contact: firstname.lastname@example.org) which means that we decide how your personal data is processed and for what purposes.
Whose information does this privacy notice apply to?
This privacy notice
applies to information we collect from patients (current, former and prospective patients) and visitors to our website.
What is personal data?
Personal data relates to a living individual who can be identified from that data.
Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. Examples of personal data we
may hold about you include your contact and appointment details.
Special category data is a sub-category of personal data revealing
racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying
a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation. Examples of special category data we may hold about you include your patient
How do we process your personal data?
We take our responsibilities seriously. We comply with our obligations under the GDPR by keeping personal data up
to date; by storing and destroying data securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by
ensuring that appropriate technical measures are in place to protect personal data. We use your personal data for the purposes set out below.
The personal data held about you and how it is used
The data we collect about you is provided by you directly. We store your records
on paper in secure locked cabinets, to which only we have access. Any phone numbers and email addresses stored electronically are stored securely and are password protected.
- We use your name, address, telephone number and email address to make and
- We may use your date of birth to ensure that you are uniquely
identifiable, particularly if we are referring you to another health practitioner or writing to your medical practitioner.
- We keep a permanent patient attendance register for tax purposes and as
evidence for other legitimate reasons.
- We use your presenting complaint and symptoms reported by you, any
relevant medical and family history you have told us about, our clinical findings about your health and wellbeing for the purposes of making a full traditional diagnosis, formulating treatment
strategy and treatment planning.
- We keep a record of and refer to that record of any treatment given,
details of progress of your case, including reviews of treatment planning, any information and advice that we have given and any decisions made in conjunction with you, to ensure that you receive the
most appropriate treatment.
- Where relevant, we maintain records of your consent to treatment, or
the consent of your next-of-kin in order to secure evidence that informed consent to treatment has been given.
- 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 will use your name, address, telephone number and email address to
send you marketing materials only with your explicit consent.
- Some patients and prospective patients choose to tell us about their
medical conditions and medication by email. Please note that 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.
- Our website, powered by 1&1
1&1 process the data, see https://help.1and1.co.uk/mywebsite-c71659/getting-started-c71716/european-cookie-directive-for-the-1and1-mywebsite-a792830.html
- You are of course entitled to complain about the service we have provided to you. In such an event, we may need to provide personal information collected and
processed in relation to complaint to the British Acupuncture Council or to our insurance company. The information relating to a complaint will be retained for two years from closure. It will be
retained in a secure environment and access to it will be restricted according to a ‘need to know’ principle.
- In the unlikely event of an adverse incident occurring to any of our
patients, we are obliged to report the matter to the British Acupuncture Council and to our insurance company.
- In accordance with UK Health and Safety legislation including the
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) we record any accidents occurring at our clinic.
Sharing your personal data
Your personal data will be treated as strictly confidential and will be shared only:
- with named third parties with your explicit consent;
- with a relevant medical or legal authority, if necessary, for compliance with a legl obligation to which we are
- to protect your or another person’s life;
- for the purpose of safeguarding a child or a vulnerable adult;
- with our regulatory body, the British Acupuncture Council, or our insurance company or legal advisors in the
event of any investigation or legal proceedings.
For further details please see the Information Commissioner’s website at https://ico.org.uk/for-the-public/personal-information/
How long do we keep your personal data?
We keep patient records for a period of 7 years (or age 25, if this is longer) in accordance with the British
Acupuncture Code of Professional Conduct https://www.acupuncture.org.uk/public-content/effective-practice/bacc-professional-codes.html
In the event that something happens to me, Acupuncturist, Kerry Wratten (https://www.kerrywratten-acupuncture.com) may have access to our records.
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have certain rights with respect to your personal data as set
- The right to request a copy of your personal data which we hold about you.
- The right to request that we correct any personal data if it is found to be inaccurate or out of
- The right to request your personal data is erased where it is no longer necessary for us to retain such
- The right to withdraw your consent to the processing at any time. This right only applies where we are processing
your information using the lawful purpose of consent.
- The right to request that we provide you with your personal data and where possible, to transmit that data
directly to another data controller [This right only applies where the processing is based on consent or is necessary for the performance of a contract with you and in either case where we are
processing the data by automated means].
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a
restriction is placed on further processing.
- The right to object to the processing of personal data [This right only applies where processing is based on
legitimate interests, or the performance of a task in the public interest/exercise of official authority, direct marketing and processing for the purposes of scientific/historical research and
- The right to be informed if your data is lost. We shall also inform the Information Commissioner’s Office in
accordance with the time limits in the GDPR.
- The right to lodge a complaint with the Information Commissioner’s Office.
For further details about these rights please see the Information Commissioner’s website at https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
If we wish to use your personal data for a new purpose, not covered by this
Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and
whenever necessary, we will seek your prior consent to the new processing.
To exercise all relevant rights, queries or complaints please in the first instance contact Michelle Estruch
Acupuncture (the “data controller”) at email@example.com or call 07775 122754.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.