What information is being collected?
As part of working with me I will need to have a record of your personal details, date of birth, address, telephone numbers, email and relevant medical information relating to your session.
Personal data about your presenting symptoms and treatment provided will also be documented in detail. You will be able to access this information if you desire.
All data will be held in a locked filing cabinet.
No client files are left on surfaces for others to read.
No notes are left unattended in a vehicle at any time.
All notes will be kept secure for a period of 8 years for adults and will then be destroyed if you are no longer attending clinic. All children’s notes will be kept until adult age 21 and then destroyed if no longer attending clinic.
Who is collecting it?
As your supporting practitioner I am collecting identifying data at the start of your first session. Some information may be requested by email or text message to ensure the smooth running of your treatment and support package. On occasion data that you yourself share with us, from relevant medical notes / letters and scans, may also form part of the data collected and held by your practitioner.
How is it collected?
Collection of data will happen via pen and paper note taking, secure email, text messages, occasionally photographs, videos, and letters by mail. No personal data will be collected via social media.
Why is it being collected?
Data is collected to record, guide and supervise your progress and be able to communicate effectively with you for the best outcomes. It is also used to compare progress week to week and to highlight changes, red flags, yellow flags, action to be taken and a detailed dialogue of treatment provided.
Data also helps us to carry out relevant research from time to time. Any info used in research or for statistics will be anonymous.
How will it be used?
Data will be used to communicate appointments, session information, progress, relevant referrals, and relevant consented media.
Who will it be shared with?
Data is rarely ever used to communicate and be shared outside of the clinical environment. On occasion you may be asked for permission for the information to be shared with another practitioner or medical service for referred treatment:
Full permission will be requested first.
Personal data will be sent by post or email separately to your treatment information and a personal allocated reference code will be used to ensure the individual cannot be identified without the 2 pieces of data recording being put together.
Client experiences can be shared with the public with full consent from the client themselves. This will be taken in on a consent form signed by the client prior to sharing.
What will be the effect of this policy?
No data is shared with 3rd parties without consented permission.
No data is sold to third parties for any reasons.
No data is held on phones unless encrypted with a pin number / finger print recognition. No phones are left unattended. Lost / stolen phones need to be locked remotely to prevent 3rd parties reading any sensitive information.
No sensitive / identifiable data is sent by email together in the same posting. Unique reference codes are used.
All computers / laptops and tablets are locked with passcodes and not left unattended. Only individuals with lawful permission to read notes can access this data.
What can I do if I’m not happy with the intended use of my data?
You have the right to request information about your personal data, and request that it is corrected or erased if there is no longer good reason for holding it.
Please contact email@example.com for such requests.
NOURISHING HEALTH, trading as Nourishing Motherhood
I consent to my data being used ANONYMOUSLY for retrospective research purposes and statistics** YES/NO
I consent to my data being used ANONYMOUSLY in the writing of case studies that may be published** YES/NO
PLEASE CIRCLE: CLIENT or PARENT/GUARDIAN (UNDER 16s)
SIGN: ___________________________________________ DATE: ________________________________
* essential for treatment to be continued ** opt-in only, not essential