This document refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.
The General Data Protection Regulation (GDPR) which is EU wide and far more extensive than its predecessor the Data Protection Act, along with the Privacy and Electronic Communications Regulations (PECR), seek to protect and enhance the rights of EU data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU and its storage within the EEA.
The Institute of Biodynamic Medicine Ltd (IOBM) based at Centurion House, London Road, Staines on Thames, Surrey, UK, TW18 4AX and its Clinical Arm The Biodynamic Clinic based at 1, Quay Cottages, Quay Road, Killala, Co Mayo Ireland, F26 YD82, which hereafter for the purposes of this Privacy Notice will be referred to as the Institute (which includes the Biodynamic Clinic and Licenced Biodynamic Practitioners) is pleased to provide the following information:
2. Who we are
The Institute, through its clinical arm, The Biodynamic Clinic, and through it’s Register of Licenced Biodynamic Practitioners, treats human health conditions in accordance with the principles, methods, philosophy and practice of the field of biodynamic medicine,. This includes biodynamic (stethoscope) massage, biodynamic psychotherapy, biodynamic psychology and work with the bio-field – offering a range of physical and psycholgical treatments. Treatments are carried out in accordance with the Institute’s Code of Conduct, Ethics and Practice.
3. Personal Data
a) For the purposes of providing treatment, the Institute and its Licenced Biodynamic Practitioners may require detailed medical and other information you may elect to disclose. We will only collect what is relevant and necessary for your treatment. When you visit any of our Registered Biodynamic Clinics or Practices, you will have a Consultation where we will make notes that may include details concerning your current life situation, medical history, life style, and other issues that may be affecting your health and well-being. This data is always held securely, and is not shared with anyone who is not involved in your treatment.
To be able to process your personal data it is a condition of any treatment that you give your explicit consent to allow the Institute and its Licenced Biodynamic Practitioners to document and process your personal medical data and other relevant information. Contact details provided by you such as telephone numbers, email addresses, postal addresses may be used to remind you of future appointments and provide reports or other information concerning your treatment.
b) For information purposes, the Institute may also use the contact details provided by you to respond to your enquiries, including making telephone contact and emailing information to you, which the Institute believes may be of interest to you.
c) Some basic personal data may be collected about you from the enquiry forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to, personally identifying information such as Internet Protocol (IP) addresses.
e) The Institute will only collect the information needed so that we can provide you with the services you require, we will not sell or broker your data.
4. Legal basis for processing any personal data
To meet our contractual obligations obtained from explicit Patient Consent and legitimate interest to respond to enquiries concerning the services provided.
5. Legitimate interests pursued by the Institute
To promote and deliver treatments for clients with all types of health concerns indicated for biodynamic psychology, biodynamic psychotherapy and biodynamic medicine care.
Through agreeing to this privacy notice you are consenting to the Institute processing your personal data for the purposes outlined. You can withdraw your consent at any time by using the postal, email address or telephone number provided at the end of this Privacy Notice.
The Institute will keep your personal information safe and secure. Only staff engaged in providing your treatment will have access to your client records. Our administration team will have access to your contact details so that they can make appointments and manage your account and for data storage purposes. The Institute will not disclose your Personal Information unless compelled to, in order to meet legal obligations, regulations or valid governmental requests. The Institute may also enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of its staff.
8. Retention Policy
The Institute will process personal data during the duration of any treatment and will continue to store only the personal data needed for eight years after the contract has expired to meet any legal obligations. After eight years all personal data will be deleted, unless basic information needs to be retained by us to meet our future obligations to you, such as erasure details. Records concerning minors who have received treatment will be retained until the child has reached the age of 25.
9. Data storage
All Data is held in the United Kingdom and Ireland. The Institute does not store personal data outside the EEA.
10. Your rights as a data subject
At any point whilst the Institute is in possession of, or processing your personal data, all data subjects have the following rights:
- Right of access – you have the right to request a copy of the information that we hold about you.
- Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
- Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
- Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
- Right of portability – you have the right to have the data we hold about you transferred to another organisation.
- Right to object – you have the right to object to certain types of processing such as direct marketing.
- Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.
In the event that the Institute refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge. At your request the Institute can confirm what information it holds about you and how it is processed.
11. You can request the following information:
- Identity and the contact details of the person or organisation that the Institute has determined how and why to process your data
- Contact details of the data protection officer, where applicable
- The purpose of the processing as well as the legal basis for processing
- If the processing is based on the legitimate interests of the Institute and information about these interests
- The categories of personal data collected, stored and processed
- Recipient(s) or categories of recipients that the data is/will be disclosed to
- How long the data will be stored
- Details of your rights to correct, erase, restrict or object to such processing
- Information about your right to withdraw consent at any time
- How to lodge a complaint with the supervisory authority (ICO)
- Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data
- The source of personal data if it wasn’t collected directly from you
- Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
12. To access what personal data is held, identification will be required
The Institute will accept the following forms of identification (ID) when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If the Institute is dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made to firstname.lastname@example.org or by phoning +353 (0) 9632514 or by writing to us at the address below.
In the event that you wish to make a complaint about how your personal data is being processed by the Institute you have the right to complain to us.
If you do not get a response within 30 days, you can complain to the ICO.
The details for each of these contacts are:
Institute of Biodynamic Medicine Ltd, The Biodynamic Clinic and the Register of Licenced Biodynamic Practitioners
Mary Molloy, 1 Quay Cottages, Quay Road, Killala, Co Mayo, Ireland F26 YD82
Information Commissioners Office UK IOC
Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Telephone +44 (0) 303 123 1113
Office of the Information Commissioner (Ireland) OIC
18 Lower Leeson Street
Tel: +353 1 639 5689