When you supply your personal details to this clinic, they are stored and processed for 3 reasons (the text in bold are the relevant terms used in the General Data Protection Regulation – i.e. the law):


1. We need to collect personal information about your health in order to provide you with the best possible treatment. Your requesting of treatment and our agreement to provide that care constitutes a contract. You can, of course, refuse to provide the information, but if you were to do that, we would not be able to provide treatment.


2. We have a “Legitimate Interest” in collecting that information, because without it we couldn’t do our job effectively and safely.


3. We also think that it is important that we can contact you in order to confirm your appointments with us or to update you on matters related to your medical care. This again constitutes “Legitimate Interest”, but this time it is your legitimate interest.


We have a legal obligation to retain your records for 8 years after your most recent appointment (or age 25, if this is longer), but after this period you can ask us to delete your records if you wish. Otherwise, we will retain your records indefinitely in order that we can provide you with the best possible care should you need to see us at some future date.


Your records relating to your care are stored:


on paper, in locked filing cabinets,  behind a locked door. The offices are always locked and alarmed out of working hours.


Your name, e-mail address and/ or phone number are stored:


electronically (“in the cloud”), using an on-line booking system, provided by PracticePal. 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.


Other data such as GP letters, insurance letters etc. are stored on clinic computers. These are password protected and locked away out of office working hours.


We will never share your data with anyone who does not need access without your written consent. Only the following people/agencies will have routine access to your data:


·        Your practitioner(s) in order that they can provide you with treatment

·         Receptionist employed to take or make phone calls relating to appointments. They do not have access to your medical history or sensitive personal information. This provider has given us their assurances that they are fully compliant with the General Data Protection Regulations.


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.


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 the “Data Controller” and the details are below.


Dr Philippa Lavers    02380 731100

Simply Chiro, Kingfisher House, Rownhams Lane, North Baddesley, SO52 9LP


If you are not satisfied with our response, then you have the right to raise the matter with the Information Commissioner’s Office.




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02380 731100

©2016 by SIMPLY CHIRO PL Ltd