Privacy Policy

Who we are

We are The College of Osteopaths.

Our address is: 13 Furzehill Road, Borehamwood, Hertfordshire, WD6 2DG

Our telephone number is: 020 8905 1937

We have separate telephone numbers for our Staffordshire Campus Office (01782 294261) and our two teaching clinics based in Borehamwood (020 8905 1395) and Stoke-on-Trent (01782 660000).

Introduction

The Data Protection Act 1998 (DPA) (the General Data Protection Regulation GDPR from May 2018) protects the rights of individuals by setting out certain rules as to what organisations can and cannot do with information about people. A key element to this is the principle to process individuals’ data lawfully and fairly. In order to meet the fairness part of this we need to provide information on how we process personal data.

The College takes its obligations under the Data Protection Act very seriously and will always ensure personal data is collected, handled, stored and shared in a secure manner.

We invite you to read this privacy policy which explains our privacy practices and how we treat your information. It describes the type of information collected and created in connection with you, how and why we use such information, who we share it with and your legal rights. Unless indicated otherwise, this privacy policy applies to all our teaching clinic, administration and digital sites (all our website and social media sites). Nothing has changed with how your information is held or processed. However, we have taken the opportunity to improve the way we describe our practices and how we explain the options you have to update, manage and delete your data.

For residents of the EU, please note that this Policy has been updated in accordance with the requirements of EU General Data Protection Regulation (GDPR). For residents outside the EU, by visiting our digital sites you consent to and authorise our using your personal information as described in this policy.

Your data controller is The College of Osteopaths. Your Data Protection Officer is: Mr Nigel Fawcett, Trustee and Member of the Board of Governors

Your Data Protection Rights

You have the following main rights:

  • To be informed about how and why we gather your personal information, how we keep it and what we do with it.
  • To access the personal data we hold about you.
  • To have the information rectified if it is inaccurate or incomplete.
  • To have your information removed from our records if there is no longer any justification for us to keep it.
  • To prevent direct marketing without your consent.
  • To request that your data be copied or transferred to another organisation in certain circumstances.
  • To complain to us and/or to the Information Commissioner’s Office if your information is being used unlawfully

If you are a patient at our Teaching Clinics

The College of Osteopaths gathers and uses personal data about you when you come to us for treatment.

This Privacy Statement tells you what personal data we collect about you, how we use the data and who might see it. Please note that we may have to amend this Statement from time to time to reflect changes in how we use personal data or to keep up with best practice, but we will only do this in line with the underlying principle on which this Statement is based – respect for your personal data.

Our legal bases for collecting, using, sharing and otherwise processing your information are outlined below.

 

The types of personal data we hold

The information we hold includes the details provided by you during your appointments with us. This can include sensitive personal data. The College is likely to hold the following information about you:

  • Your name, address and contact details, including your telephone number and email address
  • Your date of birth
  • Your nationality and any other information about your ethnicity
  • Details relating to your medical history, treatment plans and outcomes.

The information we collect about you is used to:

  • Create your treatment plan
  • Create opportunities for learning (anonymised)
  • Research projects by our students (anonymised)
  • Create presentations by our students (anonymised)
  • Contact you regarding your current treatment
  • Contact you regarding future treatment
  • Contact you regarding special offers and news

How long does the College keep personal data?

As a patient, we are legally obliged to keep all of your medical records for a minimum of eight years after the conclusion of treatment.

Children’s notes are kept until their 25th birthday.

Medical records are kept securely in locked filing cabinets and only accessed by staff and students at The College of Osteopaths.

Consent

When you visit us you will be asked for 4 types of consent:

  • Consent to treatment (written).
  • Consent for specific techniques will be explained and requested during treatment.   This ensures that you have understood risks and benefits of treatment being offered to you (this may be written and / or verbal).
  • Consent to use data from treatment files in research (written). We are a teaching clinic and our students are completing a course which requires them to gather raw data. That data is anonymised so that it cannot be traced back to an original patient but the key characteristics can be used to formulate, prove and disprove hypotheses or used as examples of interesting cases for the purpose of learning.
  • Consent to contact you by email, text or post regarding future treatment, special offers and news (written).

Sharing your personal data

The College of Osteopaths is committed to respecting and protecting your personal data. Data is not normally shared with anyone outside the College. This includes your spouse, parents, other family members or medical professionals unless you give us your permission to share it or because, in exceptional circumstances, we have reason to believe that your health or safety or the health and safety of a third party is at risk.

The purposes for which the College may process your personal data (including sensitive personal data) include:

  • the provision of treatment;
  • data used in relation to research. We are a teaching clinic and our students are completing a course which requires them to gather raw data. That data is anonymised so that it cannot be traced back to an original patient but the key characteristics can be used to formulate, prove and disprove hypotheses or used as examples of interesting cases for the purpose of learning;
  • referring your to other health professionals or services;
  • to fulfill legal obligations;
  • in the event of a complaint;

Further information and contacts

If you

  • require further information about how the College manages personal data or have any questions relating to this Privacy Statement,
  • wish to access the personal data held by the College about you
  • wish to up-date your information, including your address and preferred contact details, or if you wish to change your preferences relating to any consents you have given

please contact K. Hantom (Registrar) at The College of Osteopaths.

 

If you wish to complain about the College with regards to how your data is kept and handled you may contact the Information Commissioner at the following address:

Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
caswork@ico.org.uk

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