Scope of the policy
This policy applies to the work of homeopath Charlie Ellis James (hereafter referred to as ‘CEJ’). The policy sets out the requirements that CEJ has in order to gather personal information for professional purposes. The policy details how personal information will be gathered, stored and managed in line with data protection principles and the General Data Protection Regulation. The policy is reviewed on an ongoing basis to ensure that the CEJ is compliant.
Why this policy exists
This data protection policy ensures that CEJ:
- complies with data protection law and follows good practice
- protects the rights of patients
- is open about how she stores and processes patients’ data
- protects herself from the risks of a data breach.
Lawful, fair and transparent data processing
CEJ requests personal information from patients and potential patients for the purpose of consulting with them and providing them with advice and guidance on homeopathic treatments. Patients will be asked to provide consent for their data to be held and a record of this consent along with patient information will be securely held. Patients can, at any time, remove their consent and will be informed as to what to do should they wish to do so.
Processed for Specified, Explicit and Legitimate Purposes
Patients will be informed how their information will be used and CEJ will seek to ensure that patients’ information is not used inappropriately.
Appropriate use of information provided by patients includes:
- Communicating with patients in order to make, change or cancel consultations
- Assessing the conditions and issues reported by patients and devising and prescribing relevant remedies and therapies.
Adequate, Relevant and Limited Data Processing
CEJ’s patients will only be asked to provide information that is relevant to support consultations and prescriptions.
- Date of birth
- Postal address
- Email address
- Telephone number
- Medical history.
All of this information collected is obtained directly from you. This is usually at the point of discovery calls or consultations.
To this, over time, I will add details of the conditions for which you have consulted me and the remedies and other therapies that I have prescribed or recommended.
Where additional information may be required, this will be obtained with the specific consent of the patient who will be informed as to why this information is required and the purpose for which it will be used.
I need to keep your information for as long as you continue to consult me. Since patients often return for more consultations after a period of absence, I will keep your information for a minimum of seven years after your last consultation, after which time it will be archived or securely deleted. Any retention of personal data will be done in compliance with legal and regulatory obligations.
There may be occasional instances where a patient’s information needs to be shared with a third party due to an accident or incident involving statutory authorities. Where it is in the best interests of the patient or of CEJ, in these instances where CEJ has a substantiated concern, then consent does not have to be sought from the patient.
I will communicate with you by email, other digital methods, by telephone and by post.
CEJ has a responsibility to ensure that data is both securely held and processed.
- using strong passwords for information held within computer systems
- restricting access to computer and paper-based files
- using password protection on laptops and PCs that contain or access personal information
- using password protection or secure cloud systems
- providing adequate virus-protection and firewall software to secure computer-based systems.
If you have any queries about this policy or need it in an alternative format, please contact me:
Charlie Ellis James (LCPH, MARH)
Lifecare Health Clinic, Unit 6, Manor Road, Frome. BA11 4BN