How we use your information

Dr Ruth Wilde is a data controller and processor and we use a small number of third party data processors to help us deliver our integrative health care services to patients. We process personal data under the lawful basis of consent and process special category (sensitive) data under Condition (a) of Article 9(2) of GDPR (where a data subject has given explicit consent to the processing of those personal data for one or more specified purposes).

Dr Ruth Wilde is registered with the Information Commissioner's Office, number ZA321244.

This privacy notice tells you what to expect when Dr Ruth Wilde collects personal information. It applies to information we collect about visitors to our website and people who use our services, e.g. who book a personal consultation for integrative care or health coaching either in person or remotely via Skype/Facetime/telephone, or those who book a Raynor massage or phlebotomy appointment.

Visitors to our website

We use a third party service, Krystal Hosting Ltd, to publish and host our website and provide information on visitor statistics. We also use another third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website, but we do use cookies to enable us to do this. At present, the only way we collect personally identifiable information through our website is through the use of forms and it is clear where this is done. This privacy statement explains why we collect personal information and what we intend to do with it.

Use of cookies: a cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser. We do not store any personal information about you in the cookies. Full details can be found on our cookie declaration page.

This privacy notice does not cover any links within our site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

People who email us

We use a standard webmail software from our website host to send and receive emails, via secure connections. If you send personal information to us via email this may be unencrypted and will be stored in our email system whilst we need access to it. If, after making contact, you choose not to use our services we will not retain any personal information. If you do use our services we will transfer personal information to our other data systems in order to secure and process it (see below) and delete it from the email system. We monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

People who use our services

We offer one-to-one consultations for integrative care and health coaching at our clinics and via Skype and telephone. We offer Raynor massage at one location near Frome and phlebotomy in our clinic locations and in patients' homes.

Where consultations take place via Skype or other electronic meeting software, you may need to provide your name and email address to the software provider. Please review their privacy policy before doing this.

We collect personal medical ('special category data' under GDPR) and other information to assess your health status and lifestyle to enable us to provide our services. This is usually directly from you either as an email (or attachment), completed web form, telephone or Internet video calls, or in person during a consultation. We may receive information directly from a third party such as a patient's GP or other clinician/therapist; it is likely that the subject will already have given consent for this. Most personal data is collected, processed and stored using a UK-based clinical practice management software called Write Upp which is ISO27001:2013 certified. This service uses state-of-the-art technology to protect your data under all aspects of the GDPR. Read more here.

We use a US based platform called LivingMatrix to collect, analyse and store patient data. LivingMatrix is hosted on the Datica HIPAA Compliant Cloud that is also HITRUST Certified and Coalfire Certified (independent Certifiers). HIPAA is a stringent set of regulations that govern the use of personal and health data in the US. LivingMatrix confirm that they are now also GDPR compliant for users of its systems in the EU. Read their Privacy Statement here.

If you have already contacted us and made an appointment, you will be asked to consent to processing before being given access to the LivingMatrix patient portal via link in an email. By using this portal, you further consent to the storage and analysis of the data that you provide and further communication (typically emails) required to deliver our service.

It is possible for visitors to our website to self-register on the LivingMatrix portal and this enables the completion of a Free Health and Readiness Assessment which will facilitate a determination of whether Dr Ruth Wilde's services would be of benefit to you. Before self-registering, you will have been encouraged to read both this privacy statement and that of LivingMatrix. Registration on the portal will be taken as consent that your information can be stored, processed and be used for further communication. If you do not proceed to use our services for whatever reason, we will delete your information from the portal.

Our practitioners may make hand-written notes during a consultation which are used to help write reports. However, these will be scanned and stored electronically in either Write Upp or LivingMatrix and the hard copies destroyed.

Some personal contact information (name, address, email and telephone) is kept separately in our accounting software, FreeAgent, to enable us to send you invoices for our services and collect online payments via Stripe. We do not retain any credit card or bank account information.

We do not currently engage in any form of direct marketing, nor do we pass on or sell personal details to third parties for such purposes. We may use your contact details to send you details/reminders about upcoming appointments, results and advice, and may contact you to offer a review or appointment if we have not seen you for some time.

We use a number of third party laboratories to provide testing and diagnostic services. In order for them to provide their services, we must provide them with patients' personal data to enable to them to correctly analyse and process samples and provide us with results. By consenting to and paying for the blood test, you are consenting to the laboratory releasing your results to us.

In accordance with best practice guidance published on 20 July 2016 by the Information Governance Alliance (IGA), we will hold basic health records for 8 years from the date of the your last visit with us, or if you are a patient under the age of 17, until your 25th birthday. These records are held in Write Upp and/or LivingMatrix. If we discontinue our use of Write Upp or LivingMatrix all records will be transferred to a suitable alternative. If Dr Ruth Wilde ceases to operate they will be held on suitable electronic storage media and kept in a locked cabinet which will be only accessible to the practitioner. Once a record passes the relevant regulatory time limit it will be securely destroyed within 1 year.

Complaints or queries

Dr Ruth Wilde aims to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

If you want to make a complaint about the way we have processed your personal information please email us.

Access to personal information

You can find out if we hold any personal information about you by contacting us at any time. We will tell you what information we are holding, why we are holding it and provide you with a copy of the information upon request. You can also ask us to correct, update or delete the information. If you wish to transfer your information to an alternative practitioner we will try to facilitate that as best we can.

Disclosure of personal information

In almost all circumstances we will not disclose personal data without express consent. However, there are a few, very specific instances where medical confidential information may be disclosed without consent (such as if the disclosure is required by law, or the disclosure can be justified in the public interest where not doing so risks serious harm to others) and we will need to share personal information with the appropriate authority.

Withdrawal of consent

You may withdraw your consent for any aspect of personal data processing at any time by contacting us. All data can be deleted upon request but this will be irreversible and have implications for any ongoing care. If required, we will aim for data to be transferred to you, the patient, or an alternative care provider such as your GP.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 04 May 2019.

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