Privacy Policy
Purpose of the privacy notice.
The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the GDPR).
One of the rights is a right to be informed, which means Sarah must give you access to information about the way in which she uses, shares and stores your personal information.
Who is Sarah?
Sarah Haddon-Grant is the data controller (info@sarahhaddongrant.com). This means she decides how your personal data is processed and for what purposes.
Whose information does this privacy notice apply to?
This privacy notice applies to information Sarah collect’s from: patients; prospective patients; former patients; people who subscribe to newsletters; visitors to website;
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 notes.
How does Sarah process your personal data?
Sarah complies 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. Sarah uses your personal data for the purposes set out below.
Sections 1 – 15 apply to our patients, prospective patients, former patients and visitors to our clinic
1 - Sarah uses your name, address, telephone number and email address to make and rearrange appointments. She is 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. She 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 her is within the bounds of the law.
2 - Sarah uses your name, address, telephone number and email address, to send you marketing materials. She is unable to send or receive encrypted emails so you should be aware that any emails she sends or receive may not be protected in transit. She will also monitor any emails sent to her, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send her is within the bounds of the law.
3 - Some patients and prospective patients return pre-first appointment questionnaires or tell us about their medical conditions and medication by email or online enquiry forms. Sarah is 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. Sarah will also monitor any emails sent, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send Sarah is within the bounds of the law.
4 - Sarah keeps 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.
5 - Sarah 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.
6 - Sarah uses your presenting complaint and symptoms reported by you for the purposes of making a full traditional diagnosis, formulating treatment strategy and treatment planning.
7 - Sarah uses any relevant medical and family history you have told us for making a full traditional diagnosis, formulating treatment strategy and treatment planning.
8 - Sarah use your GP’s name and address in the event that she needs to contact your GP including in an emergency and because it is a mandatory requirement in the British Acupuncture Code of Professional Conduct.
9 - Sarah uses her clinical findings about your health and wellbeing for making a full traditional diagnosis, and formulating treatment strategy and treatment planning.
10 - Sarahs keeps a record of, and refer to that record, 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.
11 - Sarah record and use any information and advice that she has 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 complaint.
12 - Sarah 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 - Sarah keeps 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.
14 - In the event of an adverse incident occurring to any of Sarah’s patients she will report the matter to the British Acupuncture Council and her insurance company to enable the insurance company to deal with any potential claims and to
15 - Where relevant Sarah 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 or complaint.
Section 16 applies to those who complain about our services
16 - When Sarah receive a complaint from a person, she makes 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.
Sarah will only use the personal information we collect to process the complaint and to check on the level of service she provides. She usually has 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, she will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis. She may need to provide personal information collected and processed in relation to complaints to the British Acupuncture Council or our insurance company.
Sections 17 and 18 apply to subscribers to newsletters
Sarah maintains and use records of subscribers to her newsletters, for marketing purposes.
Sarah use a third-party provider, (insert name of third-party provider), to deliver her e- newsletters. We 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 Squarespace privacy notice.
Sections 19 – 23 apply to our website users
19 - When someone visits Sarah’s website we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. She does 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. She does not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If she does want to collect personally identifiable information through our website, she will be up front about this. She will make it clear when we collect personal information and will explain what we intend to do with it.
20 - Sarah uses website cookies to improve user experience of her website by enabling her website to 'remember' users, either for the duration of their visit - using a 'session cookie' - or for repeat visits - using a 'persistent cookie'.
21 - Sarah’s website search is powered by Squarespace. Search queries and results are logged anonymously to help her improve our website and search functionality. No user-specific data is collected by us or any third-party.
22 - Sarah uses a third-party service Squarespace, to help maintain the security and performance of our website. To deliver this service it processes the IP addresses of visitors to her website.
23 - Sarah uses a third-party service, Squarespace, to host her website. She uses Squarespace to collect anonymous information about users' activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help her improve it.
Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared: with named third parties with your explicit consent; with 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; with your doctor or the police if necessary to protect yours or another person’s life; with the police or a local authority for the purpose of safeguarding a child or vulnerable adult; with my regulatory body, the British Acupuncture Council, or my insurance company in the event of a complaint or insurance claim being brought against me; my solicitor in the event of any investigation or legal proceedings being brought against me.
For further details about the situations when information about you might be shared, please see the Information Commissioner’s website at https://ico.org.uk/for-the- public/personal-information/sharing-my-info/
How long do I keep your personal data?
I keep your personal data for no longer than reasonably necessary.
Patient records are kept for a period of 7 years in accordance with the British Acupuncture Code of Professional Conduct https://www.acupuncture.org.uk/public- content/effective-practice/bacc-professional-codes.html
At any time you may request that changes are made to your contact details.
Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact us at info@sarahhaddongrant.com
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.