The following statement is designed to explain what information is being collected and processed by West London TRE in compliance with the requirements of the General Data Protection Regulation Policy.
West London TRE may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.
What information is being collected?As part of visiting me as a TRE Practitioner we 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. Only occasionally will it be appropriate to have social media account information as well as part of your profile. A unique reference number will also be allocated to you.
Personal data about your presenting symptoms and treatment provided will also be documented in detail. You have access to this information at all times.
All data will be held in a locked filing cabinet or in encrypted digital format.
No client files are left on surfaces for other clients / staff to read.
All data taken whilst on a mobile treatment will be transported in a locked bag, out of sight. No notes are left unattended in a vehicle at anytime.
All notes being transported will use the unique reference codes to identify you as a client. In the rare event they are stolen or lost, you cannot be identified or traced.
Who is collecting it?
Your practitioner is collecting data at the start of your first session. Some information maybe requested by email or text message to ensure the smooth running of your treatment. On occasion data 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 or digital 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 the client 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. All clients can opt in or opt out of this. Again unique reference codes will be used to transfer data.
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 used to communicate and be shared outside of the clinical environment. On occasion you maybe 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 on the individuals concerned?
There should be no data leakage with regards to clients.
No data is shared with 3rd parties without consented permission.
No data is sold to third parties for business 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 permission to read notes can access this data.
Is the intended use likely to cause individuals to object or complain?We take data protection and privacy seriously. The data mapping in place should never cause a client to object or complain. Any queries and requirements are taken seriously and honoured.
Your name and mail address is collected for our newsletter.
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You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer.
If you share our content through social media, for example by liking us on Facebook, following or tweeting about us on Twitter, or giving us a ‘+1’ via Google Plus, those social networks will record that you have done so and may set a cookie for this purpose.
In some cases, where a page on our website includes content from a social network, such as a Twitter feed, or Facebook comments box, those services may set a cookie even where you do not click a button. As is the case for all cookies, we cannot access those set by social networks, just as those social networks cannot access cookies we set ourselves.
Our systems automatically gather some anonymous information about visitors, including IP addresses, browser type, language, and the times and dates of webpage visits. The data collected does not include personally identifiable information and is used, as described above, for statistical analysis, to understand user behaviour, and to administer the site.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.