PRIVACY POLICY

Haptic Chiropractors (Ltd.)
(Why we collect your personal data and what we do with it)

At Haptic Chiropractors, your privacy is important to us. This Privacy Policy explains how we collect, use, and protect your personal data.

Why We Collect Your Personal Data

When you provide your personal details to us, we store and process this information for the following reasons:

  1. To Provide the Best Possible Care:
    We need to collect personal information about your health to offer you effective and safe treatment. By requesting treatment and our agreement to provide care, a contract is established. While you have the right to withhold information, doing so may prevent us from providing the treatment you need.

  2. Legitimate Interests:
    Collecting personal health information enables us to perform our role effectively and safely.

  3. Appointment and Medical Care Updates:
    We may contact you to confirm your appointments or update you on matters related to your care. This falls under "Legitimate Interest" as it ensures continuity of care for your benefit.

  4. General Health Information (With Your Consent):
    Occasionally, and with your explicit consent, we may send you general health information, such as articles, advice, or newsletters. You can withdraw this consent at any time by notifying us through any convenient method.

How Long We Keep Your Data

  • We have a legal obligation to retain your records for 8 years after your most recent appointment (or until age 25 if this is longer).

  • After this period, you can request deletion of your records. Otherwise, we may retain them indefinitely to provide better care if you return to us in the future.

Where and How Your Data Is Stored

Your records are stored securely in the following ways:

  • Electronically ("in the cloud"):
    We use a specialist medical records service that complies with General Data Protection Regulations (GDPR). Access to this data is password-protected, with passwords updated regularly.

  • On Office Laptops:
    Our laptops are password-protected, regularly backed up, and kept in locked and alarmed offices outside working hours.

Who Has Access to Your Data

We do not share your data with anyone who does not need access without your explicit written consent. Only the following individuals or agencies will have routine access to your data:

  • Medical Records Service:
    They store and process our files securely.

  • Your Practitioners:
    Access your data to provide treatment.

  • Reception Staff:
    They manage appointment schedules and send reminders but do not access your medical history or sensitive information.

  • Administrative Staff:
    Staff like our finance team may access your essential contact details for administrative purposes but do not access your medical notes.

  • Marketing and Messaging Platforms:
    We use Ortto for managing communications. Your name and email address may be stored on their server for appointment reminders and, with your consent, marketing purposes.

  • External Consultants:
    Occasionally, we may employ consultants for specific tasks. They may have access to limited personal data (not medical notes). They are required to treat this information as confidential and sign a non-disclosure agreement.

Your Rights

You have the following rights regarding your personal data:

  • Access:
    You can request to see the personal data we hold about you.

  • Correction:
    You can ask us to correct any factual errors in your records.

  • Erasure:
    Provided the legal minimum retention period has elapsed, you can request that we erase your records.

Your Confidence Matters

We are committed to treating your personal data responsibly and ensuring that only those with a genuine need have access to it. If you have any concerns or questions about how we handle your data, please contact us at:

Haptic Chiropractors (Ltd.)
Address: Floor 3, 27 Phipp Street, London, EC2A 4NP
Email: hello@hapticchiropractors.com
Phone: 0208 191 7987