Privacy Policy

Data protection

At The Health Lounge, any information that we process will be held in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

At The Health Lounge we take your privacy seriously. This policy explains  the following:
1. What data we process;
2. why we process it;
3. where we store it;
4. When we have a legal obligation to share it;
5. how long we keep it.
6. The rights of our clients to their data
7. The use of cookies on our website and social media

We will always make sure that our client’s information is protected and treated securely. 

Our Contact Details:
The Health Lounge
77 High Street
Cranleigh
GU6 8AU
01483 277 644

Our Data Protection Officer is Natalie Edwards

1. What data do we process?
In order to provide a healthcare service we need to process your personal data. 

• Name, address, phone number, date of birth and marital status;
• a record of the information that you provide to us in our registration/referral forms;
• the name of your next of kin named by you;
• the name, address and telephone number of your general practitioner;
• the date on which you started using our services;
• a detailed physical and mental health history;
• A detailed account of your current health status including relevant treatments and medications;
• A record of any correspondence we’ve had with you or any other professional regarding your care (with your consent or without if you present a risk to yourself, from others or to others).
• a record of any complaints/ compliments made by you and the action taken in respect of any such complaint/ compliment;
• X-rays if clinically required;
• Mental health mood assessment questionnaires;
• Patient experience surveys 

2. Why do we need to process this personal data?

We will process your data to:

• provide you with appropriate healthcare services depending on your physical and mental healthcare needs.
• keep a record of your interactions with our services (history of appointments & correspondence) 
• meet our legal obligations;
• protect your vital interests;
• safeguard our staff and contractors.

3. Where do we store your personal data?

Client records are stored on paper files, in locked filing cabinets, in a locked room.

Client records are also stored electronically, using specialist software for managing our patient base and diary management. This software is managed by a third party organisation called Practicehub. Please click the link below for the terms and conditions we have agreed to in our contract with Practicehub https://practicehub.io/new-policies/terms

4. When do we have a legal obligation to share your personal data?

We have a legal duty to keep your information confidential. Information about your treatment is kept on a secure computer patient management system called Practicehub. We shall keep all your personal information in strict confidence and we shall only disclose such information internally with our clinical team solely to allow us to refer you to an appropriate professional and manage your treatment and you consent to such disclosure.

There are some circumstances where we may be legally required to disclose your personal information as we have a duty of care to keep you safe.

We may break confidentiality in the following circumstances:
1. You pose a risk to yourself or others.
2. You are at risk from others.
3. Information regarding terrorism or serious crime
4. We are legally required in accordance with child protection legislation to report safeguarding/child protection concerns. 

5. How long do we keep your personal data?
We are required under regulation to keep your personal data, for a period of 8 years. If we have not had contact with you in that time frame it will be deleted and destroyed. The reason we keep these records for 8 years is due to the potential for the information being required in court of law. 

6. The rights of our clients to their data:
You have the right to request access to your personal data which we hold.
You have the right for your personal data to be updated.
You have the right to be ‘forgotten’ inline with the Information Commissioner's Office (ICO) Policy titled ‘Your data matters’ https://ico.org.uk/your-data-matters/your-right-to-get-your-data-deleted/. This is providing that the minimum medical requirements are adhered to. 

7.Cookies & Social Media:

We collect information directly from you by using cookies. Cookies are small files of information that save and retrieve information about your visit to our website, such as:

•          how you entered our site

•          how you navigated through the site

•          what information was of interest to you

The cookies we use identify you as a number.  If you are uncomfortable about the use of cookies, you can disable cookies on your computer by changing the settings in the preferences or options menu in your internet browser.

How do we use this information?

We analyse website visit information to see what is most effective about our site, to help us identify ways to improve it, and to make it more effective.