Privacy Policy | Way To Wellness

WAY TO WELLNESS

Privacy Policy
This privacy policy explains how Way to Wellness (Eleanor Dearden) stores and uses your personal data.Your privacy is important to us. Way to Wellness complies with the data protection laws (GDPR). When you conduct a transaction on our website, as part of the process we collect personal information you give us such as your name, address and email address. Your personal information will be used for the purposes of booking appointments, sending you relevant information, and providing you with appropriate treatment. We will never transfer
or pass on personal information gathered by this website to third parties. The data on you which we collect is held in strict confidence and is stored securely.

Purpose of privacy notice
The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the GDPR). This legislation gives rights to you as an individual and obligations to organisations holding your personal data. One of the rights is a right to be informed, which means we have to give you information about the way in which we use, share and store your personal information, and increases rights you have in relation to the information we hold on you and the legal basis on which we are using it.

Who we are
WAY TO WELLNESS is the data controller (Eleanor Dearden, acup.ejd@gmail.com). This means 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 / clients;
prospective patients / clients;
former patients / clients;
people who subscribe to our newsletters (currently not in use);
visitors to our website.

Summary of main points of Privacy Policy for Way to Wellness:
1. We have a “Legitimate Interest” in collecting personal information from you in order to carry out effective and safe treatments.
2. It is important we can contact you in order to confirm your appointments or to update you on matters related to your medical care.
3. With your consent we may send (usually by email or Whatsapp) health information to support your treatment or other information you may be interested in such as articles, research papers and book references. You may withdraw this consent at any time.
4. All personal data held is confidential. A hard copy is kept in a locked filing cabinet that only Eleanor Dearden has access to. Records are held for 7 years (or to age 26 for minors). This is for insurance purposes. After this time, all identifying patient information is destroyed. Generic treatment information is retained for practitioner development.
5. Your mobile phone number may be used on Eleanor’s work mobile if we need to contact you regarding your appointments or treatment. This mobile is password protected.
6. Patients contacting Way to Wellness via social media (i.e. Facebook or Instagram) please note these accounts are password protected. However, due to the nature of lack of privacy on social media, we ask that any sensitive information is sent to us directly via the contact form on this website or via this work email – acup.ejd@gmail.com
7. This Website provides links to other websites. Way to Wellness has no control over such websites and is in no way responsible for the content thereof. This Policy does not extend to your use of such websites. Users are advised to read the privacy policy or statement of other websites prior to using them.
8. We will never share your data with anyone who does not need access without your written consent. Only the following people will have routine access to your data – your practitioner Eleanor Dearden.
9. If you would like to complain about how your personal data is being held and used, please send complaints to the Data Controller –
Data Controller – Way to Wellness, Eleanor Dearden Email - acup.ejd@gmail.com

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/client notes.

How we process your personal data
We comply with our obligations under the GDPR by keeping personal data up to date; by storing and destroying it 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 store and transport your personal data electronically and use it for the purposes set out below.

Sections 1 – 13 apply to our patients/clients, prospective patients/clients, former patients/clients and visitors to our clinic

1. 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.

2. We use your name, address, telephone number and email address, only if we have your explicit consent, to send you marketing materials. 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.

3. Some patients/clients and prospective patients/clients tell us about their medical conditions and medication by email, online enquiry forms, or by filling out an online consultation form. 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.

4. We keep a permanent attendance register which records all appointments for patients/clients 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, or insurance claim.

5. We may use your date of birth to help identify patients/clients with the same name to avoid mistakes being made as to safe and appropriate treatment, for identification purposes if referring a patient/client to another health practitioner, and for identification purposes if writing to a registered medical practitioner so that they correctly identify the patient/client.

6. 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.

7. We use any relevant medical and family history you have told us for making a full traditional diagnosis, formulating treatment strategy and treatment planning.

8. We may use your GP’s name and address in the event that we need to contact your GP including in an emergency.

9. We use our clinical findings about your health and wellbeing for making a full traditional diagnosis, and formulating treatment strategy and treatment planning.

10. 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 full traditional diagnosis, treatment strategy and planning; and to secure evidence in the event of criminal proceedings, civil litigation, an insurance claim or complaint. We are obliged to hold these records for eight years after a last
appointment.

11. We record and use any information and advice that we have given, especially when referring patients/clients to any other health professional, 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.

12. 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.

13. 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. Where relevant we maintain records of the patient/client’s consent to treatment, or the consent of their next-of-kin in order to be able to prove that the patient/client (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.

Section 14 applies to those who complain about our services
14. In the event of an adverse incident occurring to any of our patients/clients we report the matter to the Acupuncture Society and our insurance company to enable the insurance company to deal with any potential claims and to help the Acupuncture Society to develop its safe practice guidelines. When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint. This data is stored and transported electronically.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We usually have to disclose the complainant’s identity to whoever the complaint is about. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis. We may need to provide personal information collected and processed in relation to The Acupuncture Society or our insurance company.
We will keep personal information contained in complaint files in line with our retention policy. This means that 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 the ‘need to know’ principle. Similarly, where enquiries are submitted to us we will only use the information supplied to
us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

Sections 15 and 16 apply to subscribers to our newsletters
15. We will maintain and use records of subscribers to our newsletters, only with their consent, for marketing purposes.
16. We will use a third party provider, (provider tbc), to deliver our e-newsletters. We will gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter.
For information, please see (third party provider) privacy notice.

Sections 17 and 18 apply to our website user
17. When someone visits our website we collect standard internet log information and details of visitor behaviour patterns. We do
this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our
website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

18. We use website cookies to improve user experience of our website by enabling our website to ‘remember’ users for the duration of their visit – using a ‘session cookie’. A cookie is a small file which asks permission to be placed on your computers hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. We use traffic log cookies to identify which pages are being used. This helps us analyse data about web traffic and improve our web page in order to tailor it to customer needs. We only use this information for statistical analysis’s purposes and then the data is removed from the system. Overall cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies but you can usually modify your browser settings to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Contact information:

Eleanor Dearden, Way to Wellness, Professionals for Health, 11 Market Place, Lauder TD2
6SR
Email: acup.ejd@gmail.com 07746972664