Privacy notice for:
Birmingham Community Acupuncture
Janet Eastwood Acupuncture
Purpose of privacy notice
processing of personal data is governed by the General Data Protection
Regulation 2016/679 (the GDPR). This legislation will
replace current data privacy law, giving more rights to you as an individual
and more obligations to organisations holding your personal data.
One of the rights is a right to be informed, which means we have
to give you even more information than we do now about the way in which we use,
share and store your personal information.
Who are we?
Janet Eastwood is
the data controller for:
Janet Eastwood Acupuncture and Birmingham Community
Office 4, Lightwoods House,
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:
to our website;
What is personal data?
Examples of special category data we may hold about you
include your patient notes:
use your name, address, telephone number and email address to make and
keep a permanent attendance register which records all appointments for
patients 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, insurance claim or complaint
to my regulatory body, the British Acupuncture Council.
We may use your date of birth to help identify patients with the
same name to avoid mistakes being made as to safe and appropriate treatment,
for identification purposes if referring a patient to another health
practitioner, and for identification purposes if writing to a registered
medical practitioner so that they correctly identify the patient.
We use the presenting complaint and symptoms reported by you, and any
relevant medical and family history you have told us, for making a full
traditional diagnosis, formulating treatment strategy and treatment planning.
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 use our clinical findings about your health and wellbeing for
making a full traditional diagnosis, and formulating treatment strategy and
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 record and use any information and advice that we have given,
especially when referring patients 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
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
10. 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
11. In the event of an adverse
incident occurring to any of our patients we report the matter to the British
Acupuncture Council and the our insurance company to enable the insurance
company to deal with any potential claims and to help the British Acupuncture Council to
develop its safe practice guidelines, as well as providing research data and
information for the BAcC’s insurers and other interested parties.
12. Where relevant we maintain
records of the patient’s consent to treatment, or the consent of their
next-of-kin in order to be able to prove that the patient (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
13. Please be aware 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.
For those who
complain about our services
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.
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 complaints to the British Acupuncture Council 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.
All records are stored in a locked filing cabinet in the clinic,
which is locked when we are not there.
Our website users
someone visits our website
use a third party service, Google Analytics, to 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.
16. We use a third party
service, (Vista and Orpheus), to host our websites including publishing our
Sharing your personal data
Your personal data will be treated as strictly confidential,
and will be shared:
named third parties with your explicit consent;
the relevant authority such as the police or a court, if necessary for
compliance with a legal obligation to which we are subject e.g. a court order;
your doctor or the police if necessary to protect yours or another person’s
the police or a local authority for the purpose of safeguarding a children or
vulnerable adults; or
my regulatory body, the British Acupuncture Council, or my insurance company in
the event of a complaint or insurance claim being brought against me; or
solicitor in the event of any investigation or legal proceedings being brought
How long do we keep your personal data?
will always retain a copy of the original notes until seven years following
cessation of treatment, as required by my professional body, the BAcC. At this
time, your records will be destroyed, by me, by shredding or burning. Should I
be unable to safely store and destroy records (for example due to illness or
death) I have made provision for a trusted colleague to store and destroy my
records as appropriate.
At any time you may request that changes are made to your
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 out below.
right to request a copy of your personal data which we hold about you-within three months of request.
will take all steps to ensure safe storage of your data. Should any of your
data (your ‘patient notes’) be lost, you will be informed immediately. The
Information Commissioning Officer will also be informed within 72 hours as
required by law.
right to request that we correct any personal data if it is found to be
inaccurate or out of date.
right to request your personal data is erased where it is no longer necessary
for us to retain such data.
right to withdraw your consent to the processing at any time. This right does
not apply where we are processing information using a lawful purpose other than
right to request that we provide you with your personal data and where
possible, to transmit that data directly to another data controller, (known as
the right to data portability), (where applicable) [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 the we are processing the data by
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.
right to object to the processing of personal data, (where applicable) [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 statistics].
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.
right to lodge a complaint with the Information Commissioner’s Office.
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 of complaints
please in the first instance contact us at Birmingham
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.
END OF PRIVACY NOTICE