NEWLIFE PRIVACY NOTICE
NEWLIFE FERTILITY CLINIC LIMITED
Newlife Fertility Clinic trading as “Old School Surrey Limited”, whose registered place of business is The Pines, 2 The Parade, Epsom, Surrey, KT18 5DH.
At Newlife we are committed to respecting and protecting your privacy. Newlife Fertility Clinic takes the privacy of your information very seriously. We aim to meet current Internet best practice and adhere to UK data protection laws.
This notice tells you about how we process your personal data and how we use and may share it. We will only process your personal data in accordance with this Privacy Notice and any other information we may give you about how we process your personal data, which will comply with the current data protection legislation.
We do not share any of our patient’s or customers personal data with any 3rd party organisations other than for the purposes of processing the data for use in relation to the marketing and provision of Newlife Fertility Clinic services or the marketing and provision of Newlife Fertility Clinic.
In this Notice the terms “personal data”, “Data Controller”, “Data Processor” each have a special meaning that is defined by the Data Protection Act 1998 and, from the date it comes into force in May 2018, the EU General Data Protection Regulation (2016/679).
WHO WE ARE
Newlife Fertility Clinic is a private fertility clinic offering preconception planning, Fertility Investigations, Assisted Reproduction and IVF Treatments.
Newlife Clinic is licenced by the HFEA (Human Fertilisation & Embryo Authority)
YOUR DATA CONTROLLER
Newlife Fertility Clinic trading as old school surrey Limited are Data Controllers in relation to all personal data provided by you or by others about you. The Data Protection Officer for Newlife Fertility Clinic is Ahmed Gafar, who is contactable on ahmed.gafar@localhost or via phone on 01372 738 938
INFORMATION WE COLLECT ABOUT YOU
Details of the personal information we take during your visit as a patient, why we require it, how we use it, how we get consent, how you can withdraw consent, how you can ask for it to be corrected, and where you can complain if you feel we have not managed your personal data lawfully.
Due to the nature of our services, you will be asked to submit personal information about yourself (e.g. name and email address etc) in order to receive or use our services. By completing our online enquiry forms or simply by providing information to us via email or phone, you are giving consent for us to store and use this information to provide you with the best possible service. Our services are designed to give you the information that you want to receive. These services include information about fertility related services, brochures and information relating to appointments and your enquiry. We will also need personal information to help us identify you when you contact us. When we collect this information, we will only do so over a secure connection. We may combine this information with other information that we may hold about you if you are an existing patient, or have made enquiries to us before.
Whilst we take precaution to ensure the accuracy of the information accessed via this site, we cannot guarantee or give any warranty as to the accuracy of any information or material appearing on it. We have no responsibility for content provided by other organisations and are simply providing access to such content to you. We are under no obligation to verify the content of such information or to edit any such information provided by other organisations. We do not endorse, support, represent or guarantee the truthfulness or accuracy of any other organisations details and you acknowledge that any reliance on such information will be at your own risk.
This clinic uses a software programme called Meditex , this is used to schedule and book in appointments. Should you wish to make an appointment, we request your name, email address, date of birth and mobile telephone number to confirm your appointment.
We may also send you appointment reminders. Your contact details are stored within Meditex software database, but we do NOT share or pass on your personal details to any 3rd party organisation.
YOUR INITIAL CONSULTATION
We require your full name, address and date of birth so that we can identify your medical records correctly (as these are legal documents) and also to identify you correctly in any necessary correspondence with 3rd parties that you authorise. Should your name, address or any personal details change, it is important that you let us know so that we can ensure your records are updated.
We request your email address and telephone number(s) in order to contact you regarding your appointments, or with appointment reminders, or relating to your treatment at Newlife Fertility Clinic. Should these details change, it is important that you let us know so that we can ensure your records are updated. We do NOT share or pass on these personal details to any 3rd party organisations. You are not obliged to provide your email address or telephone contact details. And if, subsequently, you would like us to remove your email address and telephone number(s) from our database, let us know, and we shall do so within 5 working days. Please note that, without this information, we would be unable to contact you should we need to inform you of any changes to your appointment and should you fail to attend your appointment without informing us you would incur the full fee that would have been chargeable for that appointment
We may also use your personal details to contact you (by post, email or text) with information or with requests for feedback. We would seek your consent prior to doing so, and you may subsequently withdraw your consent if you wish – simply let us know, and we shall stop doing so within 5 working days.
YOUR MEDICAL RECORDS
We are legally required to record essential clinical information that we take from you during your initial consultation and each subsequent appointment to enable us to make an accurate diagnosis of you and to formulate an appropriate treatment and management plan.
These records are held on paper and in electronic form, and you may request a copy at any time. We aim to provide you with a copy within 5 working days of your request, and will always comply with the statutory maximum of 30 days. There is a charge for a copy of these records. Your medical records, and any correspondence such as referral letters and reports based on their contents, are not shared with or passed on to any 3rd party organisation, with the exception of: other healthcare professionals such as your GP or consultant or your insurance company or legal representatives in the case of a legal investigation. We would not do so without your consent.
We store copies of any medical notes in paper form in locked cabinets that only staff can access. The Statutory minimum storage times for medical records and associated correspondence are 8 years after the date of the last appointment or 25 years of age if under 18 at the time of the last treatment.
We store your name, address, date of birth, email address and contact telephone numbers in a clinical audit database, along with information regarding your presenting complaint including diagnosis, duration and severity of symptoms, and response to treatment. The database is password protected and held on a secure server, accessible only to staff at Newlife Fertility Clinic.
The clinical audit information is used to measure the effectiveness of our treatment and for research purposes. The database is NOT shared with or passed on to any 3rd party organisations and the data processing does NOT make use of any identifying data (name, address, email or phone numbers). Therefore, it is NOT possible to identify any patients from audit results or research outcomes that are made public via our website. We would seek your consent prior to including your information in the clinical audit database, and you may subsequently withdraw your consent if you wish – simply let us know, and we shall remove your details within 5 working days.
We store information in the clinical database for same duration as your medical records.
By providing personal information about yourself to us, you consent to their use for the purposes as detailed above to enable Newlife Fertility Clinic to provide you with the information that you want to receive and to enable Newlife Fertility clinic to offer you the best services possible
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OTHER SERVICE PROVIDERS WORKING FROM NEWLIFE
All other specialists or services running from Newlife such as, Acupuncture, Reflexology, Counselling, or Haumea Clinic are responsible for their own medical records and management of patients’ personal information as per the General Data Protection Regulation.
Please refer to your specific therapist for a privacy statement and for details of how they manage your information.
THE RIGHT TO AMEND PERSONAL DETAILS OR WITHDRAW CONSENT
You are entitled to view, amend, or delete the personal information that we hold. Email your request to our data protection officer Ahmed Gafar at ahmed.gafar@localhost