Privacy policy

Optimum Chiropractic Clinic LTD - Patient Privacy Notice

This Patient Privacy Notice describes how we, Optimum Chiropractic Clinic LTD, collect and use personal data relating to our Patients (i.e. individuals who attend or who have previously attended Optimum Chiropractic Clinic LTD for health advice and treatment). It also covers our use of personal data relating to Prospective Patients (i.e. individuals who enquire about or express an interest in the services offered by Optimum Chiropractic Clinic LTD) with whom we may communicate (such as over our website or by email). We also refer in this notice to Patients and Prospective Patients as ‘you.’

We are required by data protection law to give you the information in this Privacy Notice. It is important that you read the Privacy Notice carefully, together with any other information that we might give you from time to time about how we collect and use your personal data.

This Privacy Notice applies from October 2024 and supersedes any previous versions. We may update this Privacy Notice at any time.

Who is the controller?

Optimum Chiropractic Clinic LTD is the 'controller' for the purposes of data protection law (also referred to in this notice as 'we' or 'us'). This means that we are responsible for deciding how we hold and use personal data about you. We can be contacted as follows:

Email: optimumchiropracticclinic@gmail.com

If you have any questions or concerns about how your personal data is being handled, please contact Ben Goodall, who is responsible for data protection matters at Optimum Chiropractic Clinic LTD.

What is personal data?

Personal data means any information relating to a living individual who can be identified (directly or indirectly), in particular by reference to an identifier (e.g. name, email address, physical features). Personal data can be factual (e.g. contact details or age), an opinion or assessment about an individual, or information that may otherwise impact that individual in a personal or business capacity.

Data protection law provides additional protection for personal data about an individual’s racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, physical or mental health, sex life or sexual orientation, criminal convictions or offences, biometrics (if used for identification purposes), or genetics. This is referred to as special category data. Personal data that is not special category data is referred to as ordinary personal data.

What type of personal data do we hold about you?

We hold personal data about you in order to provide our services, including:

Ordinary personal data: name, contact details, date of birth, your requirements for our services, biographical and background information relevant to our services, records of the services we have provided, and associated payments.
Special category data: relevant to our services, including your health background, medical information, and other details from our assessments and treatments.

If you are a Prospective Patient, we may hold your name, contact details, and other information relating to your enquiry or our communications with you.

Why do we hold your personal data and on what legal grounds?

We hold and use your personal data for the purposes of providing our services, responding to your enquiries, and for sending you related communications.

Data protection law requires us to have a legal ground for each use of personal data. Most commonly, we rely on the following legal grounds when we process your personal data:

Performance of the contract: To provide our services, such as collecting health details, maintaining treatment records, managing payments, and communicating with you.
Legal obligation: For example, we may share personal data if required by law or regulation.
Legitimate interest: For instance, responding to enquiries or retaining data for legal claims or security purposes.

We are also required to have an additional legal ground to use special category data (such as health data). As healthcare professionals, this ground is that the use of health data is necessary to provide care and treatment services.

How do we collect your personal data?

We collect most of the personal data directly from you when you use our services. Some data may also come from:

Previous healthcare providers (with your consent), if we request records for treatment continuity.

If you provide personal data about another person (such as a family member or next of kin), please ensure they are informed, and give them our contact details.

Who do we share your personal data with?

We may share relevant personal data with the following parties:

Legal authorities or regulatory bodies, professional advisors, or auditors where required by law.
Service providers (e.g., our electronic health record systems) that process data on our behalf.
Other healthcare providers (with your consent), if sharing is necessary for your treatment.

Consequences of not providing personal data

Some personal data is necessary for us to provide our services effectively. If you do not provide certain information, we may be unable to offer you our services. We will inform you of the implications at the relevant time.

How long will we keep your personal data?

We retain your personal data only as long as necessary:

For Patients, records are generally kept for 8 years after the last contact, or until the patient reaches 25 years of age if they were treated as a minor.

Transferring personal data outside the UK

[We do not ordinarily transfer your personal data outside the UK.]

Your rights

You have several legal rights regarding your personal data, including:

The right to withdraw consent at any time.
The right to access and request a copy of your data.
The right to correct inaccurate or incomplete data.
The right to request deletion or restrict processing of your data.
The right to object to processing, particularly for direct marketing purposes.
The right to request that we transfer your data to you or another party (data portability).

If you wish to exercise any of these rights, please contact us at optimumchiropracticclinic@gmail.com.

What are cookies?
Cookies are small data files that are placed on your device (computer, mobile, or tablet) when you visit a website. They are widely used to make websites work efficiently and to provide information to the website owners.

Types of Cookies We Use
Our website, hosted on the Wix platform, uses cookies to improve the user experience, provide analytics, and support essential website functionality. The types of cookies collected on our website include:

Essential Cookies
These cookies are necessary for the website to function and cannot be switched off in our system. They are usually set in response to actions like logging in, filling out forms, or setting privacy preferences. These cookies do not store any personally identifiable information.
Analytics and Performance Cookies
These cookies help us understand how visitors interact with our website by collecting information anonymously. For example, we use Google Analytics cookies to analyze traffic, track page visits, and monitor how users navigate the site. This helps us improve the performance and functionality of our website.
Functional Cookies
These cookies enable the website to provide enhanced functionality and personalization, such as remembering your preferences (e.g., language and region). These cookies may be set by us or by third-party providers whose services we have added to our pages.
Marketing and Advertising Cookies
These cookies are used to track visitors across websites and display relevant advertisements. They allow third-party advertising platforms, such as Google, Facebook, or Instagram, to show you targeted ads based on your browsing behavior and interests.

Managing Cookies
You can manage or disable cookies through your browser settings. Please note that disabling certain cookies may affect your ability to use some features of our website.

For Chrome: Go to Settings > Privacy and Security > Cookies and Other Site Data.
For Firefox: Go to Options > Privacy & Security > Cookies and Site Data.
For Safari: Go to Preferences > Privacy > Manage Website Data.

For more information about managing cookies, visit https://www.allaboutcookies.org.

Third-Party Cookies
We may also use cookies provided by third-party services like Google Analytics or Facebook Pixel. These cookies allow third parties to collect and store information about your interaction with our website and other websites, helping us to deliver relevant advertising.

Changes to Our Use of Cookies
We may update the types of cookies we use over time. Any changes will be reflected in this section of our privacy policy.

For any queries about this Privacy Notice, your data, or cookies, please contact:

Ben Goodall
Optimum Chiropractic Clinic LTD
Email: optimumchiropracticclinic@gmail.com

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