- Date of birth
- Home address
- Email address
- Telephone number
- Medical history
Over time, I will add to this information, details of the conditions for which you have consulted me and the remedies and other therapies that I have prescribed or recommended.
HOW DO I COLLECT THIS PERSONAL INFORMATION?
All the information collected is obtained directly from you. This is usually at the point of your initial consultation. The information may be collected via a ‘medical history form’ or during the first consultation. At the point at which you provide your personal information.
Your consent is required to ensure my compliance with data protection legislation. By booking a consultation on my online diary, I will ask if you consent to these terms.
During our ongoing consultations, I will add to this initial information the details of the consultations. This information will be stored on my personal computer which is password protected and backed up in case of corruption. Patient folders are password protected.
HOW LONG DO I KEEP YOUR PERSONAL INFORMATION?
Your information will be stored for 7 years after your last consultation. For children, I will keep the health records for a period of 7 years after their 18th birthday, as is required by our Licence to practice. At that point, your file will be securely destroyed, and any digital information will be erased from my computer systems.
HOW DO USE THIS PERSONAL INFORMATION?
I use your personal information to analyse the conditions for which you have consulted me and to prescribe remedies and other therapies.
I will communicate with you by email, by telephone or video call, or messaging service online and through the internet.
WITH WHOM DO I SHARE YOUR PERSONAL INFORMATION?
I do not share your personal information
HOW YOUR INFORMATION CAN BE UPDATED OR CORRECTED
To ensure that I have accurate and up-to-date information, you need to inform me of any changes you believe I should make to the personal information I hold. You can do this by contacting me by any of the methods previously described.
Under data protection legislation, you have the right to inspect the personal information I hold about you. You can make a request to do so by contacting me and I will endeavour to respond within 14 working days.
HOW DO I STORE YOUR PERSONAL INFORMATION?
Before April 2023 all notes were paper-based and are held securely within my consulting room. After April 2023 all notes are taken on my laptop and stored online securely. I take steps to protect your personal information against loss or theft, as well as unauthorised access, disclosure, copying, use, or modification.
I currently use the online booking service acuityscheduling.com. This means your name and contact details are stored on their secure hosting. These details will not be shared with anyone else. Your information on the booking platform ensures we can book consultations in your own time zone and I can send reminders by email, take payments if required and you can easily change your appointments if needed.
EMAIL SUPPORT PLATFORM
I currently use mailchimp emailing service to keep my clients informed of news, courses, homeopathic information, special offers and package deals. Your first name and email address will be stored on the programme. If you do not wish to receive these emails you can unsubscribe at any time. Once you unsubscribe your email is kept in a holding list so that it cannot be added again to the list.
Your email address is held securely on the servers of my email providers, currently provided by TSO host.
CHANGES TO THIS POLICY
This policy may change from time to time. If I make any material changes, I will make you aware of them.
If you have any queries about this policy, need it in an alternative format, or have any complaints about my privacy practices, please contact me:
DATA PROTECTION PRINCIPLES
Jane Hampson Homeopathy is committed to processing data in accordance with its responsibilities under the GDPR.
ARTICLE 5 OF THE GDPR REQUIRES THAT PERSONAL DATA SHALL BE:
- processed lawfully, fairly and in a transparent manner in relation to individuals.
- collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes.
- adequate, relevant, and limited to what is necessary in relation to the purposes for which they are processed.
- accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased, or rectified without delay.
- kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
- This policy applies to all personal data processed by Jane Hampson Homeopathy.
- The Responsible Person shall take responsibility for Jane Hampson Homeopathy’s ongoing compliance with this policy.
- This policy shall be reviewed at least annually.
- Jane Hampson Homeopathy is registered with the Information Commissioner’s Office as an organisation that processes personal data.
LAWFUL, FAIR AND TRANSPARENT PROCESSING
- To ensure its processing of data is lawful, fair and transparent, Jane Hampson Homeopathy shall maintain a Register of Systems.
- The Register of Systems shall be reviewed at least annually.
- Individuals have the right to access their personal data and any such requests made to Jane Hampson Homeopathy shall be dealt with in a timely manner.
- All data processed by Jane Hampson Homeopathy must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).
- Jane Hampson Homeopathy shall note the appropriate lawful basis in the Register of Systems.
- Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
- Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in Jane Hampson Homeopathy’s systems.
Jane Hampson Homeopathy shall ensure that personal data are adequate, relevant, and limited to what is necessary in relation to the purposes for which they are processed.
- Jane Hampson Homeopathy shall take reasonable steps to ensure personal data is accurate.
- Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.
- To ensure that personal data is kept for no longer than necessary, Jane Hampson Homeopathy shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
- The archiving policy shall consider what data should/must be retained, for how long, and why.
- As a licensed and registered homeopath, I am required to retain records for 7 years.
- Jane Hampson Homeopathy shall ensure that personal data is stored securely using modern software that is kept up to date.
- Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
- When personal data is deleted, this should be done safely such that the data is irrecoverable.
- Appropriate back-up and disaster recovery solutions shall be in place.
Jane Hampson Homeopathy takes your privacy seriously and will only use your personal information to administer any treatment you have requested or to send you relevant information via emails and newsletters. We will not share your data with any third parties.
In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, Jane Hampson Homeopathy shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).
Company: means Jane Hampson Homeopathy
GDPR: means the General Data Protection Regulation
Responsible Person: Appointed Data Protection Trustee Representative, Jane Hampson
Register of Systems: Means a register of all systems or contexts in which personal data is process by Jane Hampson