Privacy

 

Privacy Statement

Privacy Policy Key Points

  • Our use of your data. We typically use your personal information to provide you with clinical services.

  • Sharing. We will only share your data with your referring health provider, such as your Consultant or your GP if relevant.

  • Security. We keep your data secure and treat it in accordance with the law.

  • International. We don’t generally need to send your data outside the EU, however if we do, you can expect a similar degree of protection in respect of your personal information.

1. WHAT IS THE PURPOSE OF THIS PRIVACY STATEMENT?
1.1 Under data protection legislation, Balancedietitians Limited are required to explain to you why we collect information about you, how we intend to use that information and whether we will share your information with anyone else.
1.2 This statement applies to service users. Please read this statement carefully to understand our views and practices regarding your personal data and how we will treat it.
1.3 This statement tells you how personal information which we collect from you, or which you provide to us, will be processed by us.
1.4 This statement relates to information collected from your GP/Consultant on referral to our clinical services and information collected directly from you from our website, over the telephone and at face-to-face appointments.
1.5 Please do not use Balancedietitians Limited clinical services unless you agree with this policy.
1.6 This statement does not form part of any contract to provide services.  We may update this statement at any time.
1.7 It is important that you inform us of any changes to your personal information which we hold so that the information which we hold is accurate and current.

2. WHO ARE WE?
2.1 We are Balancedietitians Limited, a company registered in England and Wales under company number 10680908 and with our registered office at Sandown House, Sandbeck Way, Wetherby, West Yorkshire LS22 7DN, United Kingdom.
2.2 Balancedietitians is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you.

3. OUR DATA PROTECTION OFFICER
3.1 Our Data Protection Officer is responsible for overseeing what we do with your information and monitoring our compliance with data protection laws.
3.2 If you have any concerns or questions about our use of your personal data, you can contact our Data Protection Officer by writing to enquiries@balancedietitians.co.uk or Balancedietitians Ltd., Sandown House, Sandbeck Way, Wetherby, West Yorkshire LS22 7DN, United Kingdom.
3.3 If you have any questions about our use of your personal data, you can raise those questions with our Data Protection Officer.

4. WHY ARE WE COLLECTING YOUR INFORMATION?
4.1 The information that you provide to us is required in order for us to:
4.1.1 contact you to book a dietitian appointment and send an invoice (self -payment clients only) following a referral from your healthcare provider or via you providing us your information directly

5. TYPES OF PERSONAL INFORMATION WE USE
5.1 We are collecting information about you in order to achieve the purposes set out above (see ‘Why are we collecting your information?‘). This includes:
5.1.1 personal details (such as name, gender and date of birth);
5.1.2 contact details (such as your address, telephone number and email address);
5.1.3 details of any contact with us, including our healthcare professionals (such as a record of your correspondence with us).

6. SPECIAL CATEGORIES OF PERSONAL DATA
6.1 We collect information about you which is categorised as Special Categories of Personal Data. This includes:
6.1.1 health data (including medical history, medications and test results).
6.1.2 Ethnic origin

7. SOURCE OF YOUR PERSONAL INFORMATION
Information provided by you
7.1.1 in our initial telephone call with you after your (self-) referral;
7.1.2 in any face-to-face or telephone appointments;
7.1.3 when you contact Balancedietitians Limited
Information collected from third parties
7.1.4 information provided by your referring healthcare professional (e.g. your Consultant/GP and including their medical secretaries) on referral and throughout your use of our services.

8. WHAT WE DO WITH YOUR INFORMATION
8.1 We may use your personal data for the following purposes:
Arranging and conducting an appointment
8.2 We use your personal data to contact you to make an appointment either face-to-face, over the telephone (landline, mobile or SMS) via email or post.
8.3 We use your personal information to provide you with tailored advice and guidance.
Customer service
8.4 We may use your personal data in order to handle any issue which you raise
8.5 We may also use your personal data to notify you about changes to our service.

9. WHAT MAY HAPPEN IF YOU DO NOT PROVIDE YOUR PERSONAL INFORMATION?
Arranging and conducting an appointment
9.1 We will only be able to offer you an appointment if we have access to certain types of personal data. To access these services, you will, from time to time, be asked to submit personal data about yourself. If you do not provide that personal data, we will not be able to offer those services to you.

10. COMPLYING WITH DATA PROTECTION LAW
10.1 We will comply with data protection law. At the heart of data protection laws are the “data protection principles” which say that the personal information we hold about you must be:
10.1.1 used lawfully, fairly and in a transparent way;
10.1.2 collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
10.1.3 relevant to the purposes we have told you about and limited only to those purposes;
10.1.4 accurate and kept up to date;
10.1.5 kept only as long as necessary for the purposes we have told you about; and kept securely.

11. WHAT IS OUR LAWFUL BASIS FOR USING YOUR INFORMATION?
11.1 In accordance with the data protection laws, we need a “lawful basis” for collecting and using information about you. There are a variety of different legal bases for using personal data which are set out in the data protection laws.
11.2 The lawful bases on which we rely in order to use the information which we collect about you for the purposes set out in this statement will be:
11.2.1 Legitimate interest: Using your information will be necessary for our legitimate commercial interest and our interest is not outweighed by the potential impact on your privacy.
11.2.2 Consent: It is possible that you may give us your consent to use your information for a particular purpose.

12. SHARING YOUR INFORMATION
12.1 We may share some of your personal data with third parties as described below.
Sharing your information with your referring healthcare professional
12.1.1 Relevant personal data will be shared with your referring healthcare professional (e.g. your GP/Consultant) for the purposes of further caregiving.

13. SECURITY OF YOUR DATA
13.1 We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information. Personal information is only processed on instructions and they are subject to a duty of confidentiality. Only the Directors of Balancedietitians Limited, who are obliged to maintain confidentiality, can access this data. Other third parties do not have access to your personal data without your explicit consent. Details of these measures may be obtained from our Data Protection Officer on enquiries@balancedietitians.co.uk.
13.2 All information you provide to us is stored via a password protected device.
13.3 Please note that some correspondence may be available on your mobile device, and the security of that data depends on your device. If your smartphone is lost or stolen, there is a risk that your data/correspondence will be accessed. We encourage you to password-protect your smartphone and use a device that includes encryption. By corresponding to us via email you bear all risks for information loss from lost or stolen devices.
Third parties security measures
13.4 Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure. All personal data, such as name, address and messages, which you exchange with Balancedietitians Limited, are treated strictly confidentially. Without your explicit permission, your data will never be passed on to unauthorised third parties.
13.5 All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

14. TRANSFERRING INFORMATION OUTSIDE THE EU
14.1 The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
14.2 We will transfer the personal information we collect about you to the following countries outside the EU:
14.2.1 Switzerland*
14.3 There is an adequacy decision by the European Commission in respect of those countries listed above with an asterix (*). This means that those countries are deemed to provide an adequate level of protection for your personal information.

15. CAN WE USE YOUR INFORMATION FOR ANY OTHER PURPOSE?
15.1 We typically will only use your personal information for the purposes for which we collect it. In limited circumstances we may use your information for a purpose other than those set out in this policy. If we intend to do so, we will provide you with information relating to that other purpose before using it for the new purpose.
15.2 We may use your personal information without your knowledge or consent where such use is required or permitted by law.

16. STORING YOUR INFORMATION AND DELETING IT
16.1 We will only retain your personal information for 6 years. Once you are no longer a user of our clinical services we will retain and securely destroy your personal information

17. YOUR RIGHTS
17.1 If you have any questions about our use of your personal data, you are welcome to contact us. You will find our contact details at the bottom of this page. If you notice any errors in your personal data, you have the right to have them corrected.
17.2 Under certain circumstances, by law you have the right to:
17.2.1 Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
17.2.2 Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
17.2.3 Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below). However, there are exceptions to this right and in certain circumstances we can refuse to delete the information in question for example if involved in a legal claim.
17.2.4 Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
17.2.5 Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
17.2.6 Request the transfer of your personal information to another party.
17.3 If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our Data Protection Officer in writing.

18. RIGHT TO WITHDRAW CONSENT  
18.1 In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our Data Protection Officer. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

19. RIGHT TO COMPLAIN TO THE ICO
19.1 You also have the right to complain to the Information Commissioner’s Office (the “ICO”) if you are not satisfied with the way we use your information. You can contact the ICO by writing to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

20. CHANGES TO THIS PRIVACY POLICY
20.1 We may amend this privacy policy at any time so please review it frequently and at least each time you submit personal information to us. The date at the bottom of this page will be amended each time this policy is updated. Our current privacy policy applies to all information that we have about you and your account.

21. CONTACT DETAILS
21.1 If you have any questions, comments or requests regarding this privacy policy, or our services, please send us an email at enquiries@balancedietitians.co.uk. Alternatively, you can write to us at: Sandown House, Sandbeck Way, Wetherby, West Yorkshire LS22 7DN, United Kingdom.

Privacy Policy last updated 27/5/2018