Helen Were Acupuncture (“HWA”) is committed to safeguarding the privacy of its website visitors and patients (prospective, past and current). This policy sets out how HWA will treat your personal information and data.
Use of the Website and Online Contact Form
Any personal data submitted by you via HWA’s online contact form will be treated in the strictest of confidence. HWA will not sell your data or transfer it externally except to our secure Cliniko database (see below). HWA will use the data only in the course of providing further information to you, arranging appointments for you and in the course of treating you.
HWA will not use your data for any other purpose without your express permission, other than to the extent that it is required to do so by law, or in order to establish, exercise or defend its legal rights.
This website contains links to other websites. HWA is not responsible for the privacy policies or practices of third party websites.
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work more efficiently, as well as to provide information to the operator of the site. Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.
These cookies are used to collect information about how visitors use this website and HWA uses the information to compile reports and to help improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. This website uses Google Analytics to evaluate your use of this website, compile reports on activity, collect demographic data, analyse performance metrics, and collect and evaluate other information relating to our site and internet usage.
Processing of Personal Data
When you supply your personal details to HWA, they are stored and processed for four reasons (the terms in bold below are the relevant terms used in the Data Protection Act 2018, which includes the General Data Protection Regulations i.e. the law):
Retention of Records
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.
Storage of Records
Your records are stored on the secure Cliniko website and in locked cupboards. The Cliniko website is hosted in state of the art datacenter facilities. Physical access is controlled both at the perimeter and at building ingress points by professional security staff utilising video surveillance, intrusion detection systems, and other electronic means. Two factor authentication adds an extra layer of security to Cliniko so you require not only your password, but also a log-in code generated on your smartphone to access your account.
Sharing of Data
HWA 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:
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 what is referred to the “Data Controller”. Here are the details you need for that:
07720 398 618
Inces, Lewes Road, Scaynes, Hill West , Sussex RH17 7NG
If you are not satisfied with our response, then you have the right to raise the matter with the Information Commissioner’s Office.