Mother Homeopathy – Data Protection Policy

This policy applies to the work of Amanda Sizeland and Katy Sizeland, practitioners at Mother Homeopathy.

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This policy sets out how we gather, store and manage personal information for professional purposes. It explains how personal information will be handled in line with data protection principles and the General Data Protection Regulation. The policy is reviewed on an ongoing basis to ensure that Mother Homeopathy remains compliant.

 

This policy should be read alongside the Mother Homeopathy Privacy Policy.

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Why this policy exists

This data protection policy helps ensure that Mother Homeopathy:

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• complies with data protection law and follows good practice
• protects the rights of patients
• is open about how we store and process patients’ data
• protects the practice from the risks of a data breach.

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Data protection principles

The General Data Protection Regulation identifies 8 data protection principles:

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Principle 1 - Personal data shall be processed lawfully, fairly and in a transparent manner

Principle 2 - Personal data can only be collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.

Principle 3 - The collection of personal data must be adequate, relevant and limited to what is necessary compared to the purpose(s) data is collected for.

Principle 4 – Personal data held should be accurate and, where necessary, kept up to date. Every reasonable step must be taken to ensure that personal data that are inaccurate are erased or rectified without delay.

Principle 5 – Personal data which is kept in a form which permits identification of individuals shall not be kept for longer than is necessary.

Principle 6 - Personal data must be processed in accordance with the individuals’ rights.

Principle 7 - Personal data must be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

Principle 8 - Personal data cannot be transferred to a country or territory outside the European Union unless that country or territory ensures an adequate level of protection for the rights and freedoms of individuals in relation to the processing of personal data. Certain of these principles are expanded upon in the sections that follow.

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Lawful, fair and transparent data processing

We request personal information from patients and potential patients where this is necessary for consultations and for providing advice and guidance on homeopathic treatments. The forms we use to collect personal information will include a privacy statement explaining why the information is being requested and how it will be used.

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Where consent is required, patients will be asked to provide it and a record of consent will be securely retained. Patients will be informed how they can withdraw consent where consent is the basis for processing their information.

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Processed for Specified, Explicit and Legitimate Purposes

Patients will be informed how their information will be used and we will ensure that patients’ information is not used inappropriately. Appropriate use of information provided by patients includes:

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• Communicating with patients in order to make, change or cancel consultations
• Assessing the conditions and issues reported by patients and, where appropriate, devising and prescribing relevant remedies and/or therapies
• Maintaining appropriate client records and meeting our professional, insurance and legal obligations.

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We will manage patients’ information in a way that respects their data protection rights, which include:

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• The right to be informed

• The right of access

• The right to rectification

• The right to erasure

• The right to restrict processing

• The right to data portability

• The right to object.

• The right to raise a concern/complaint

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Adequate, Relevant and Limited Data Processing

We will only ask patients to provide personal information that is relevant and necessary to support consultations, treatment and the management of their client records. This may include:

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• Name
• Date of birth
• Contact details, including email address, telephone number and postal address
• Relevant health, medical and wellbeing information
• Information relating to pregnancy, fertility, birth and postnatal experiences where relevant
• Information relating to babies or children where they are receiving services
• Appointment, booking and payment information where necessary
• Information provided through questionnaires and other correspondence.

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Where additional information is required, we will explain why the information is needed and how it will be used. We will only collect information that is relevant to the purpose for which it is being requested.

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There may be occasional circumstances where a patient’s information needs to be shared with a third party, for example following an accident or incident involving statutory authorities. Where information needs to be shared to protect a patient’s vital interests or where there is another lawful basis for doing so, this may take place without the patient’s consent where appropriate.

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Accuracy of Data and Keeping Data up to Date

We will take reasonable steps to ensure that patients’ personal information is accurate and kept up to date where necessary. Patients are asked to let us know if any relevant personal information changes.

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Accountability and Governance

We are responsible for ensuring that Mother Homeopathy remains compliant with data protection requirements and can demonstrate how personal information is gathered, stored and managed. Where consent is relied upon as the basis for processing personal information, an appropriate record of that consent will be securely retained.

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Secure Processing

We take appropriate technical and organisational measures to keep personal information secure and to protect it against unauthorised access, loss, destruction or damage.

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These measures include:

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• Keeping paper client records and notes in locked filing cabinets
• Restricting access to client information to those who need it for professional purposes
• Using strong passwords for information held within computer systems
• Printing online questionnaires and questionnaires received by email and storing them securely with the relevant client records
• Taking appropriate steps to protect personal information held within our email and online systems.

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Subject Access Request

Patients have the right to request access to the personal information we hold about them. A request can be made verbally or in writing.

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Requests should be sent to us using the contact details provided at the end of this policy. We may need to confirm the identity of the person making the request before providing personal information.

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We will respond to a Subject Access Request without undue delay and within the applicable legal timeframe. We will keep a record of the request and our response.

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Data Breach Notification

If a personal data breach occurs, we will take appropriate action to contain the breach and minimise any potential harm. Where required, we will notify the Information Commissioner’s Office and any affected patients in accordance with applicable data protection requirements.

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If a patient believes that their personal information may have been involved in a data breach, they should contact us using the contact details provided below. We will investigate the concern, keep appropriate records and respond to the patient regarding the outcome.

 

Breach matters will be subject to a full investigation, records will be kept and all those involved notified of the outcome.

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Data Protection Concerns / Complaints Procedure

If you have a concern or complaint about the way we have handled your personal information, please contact us using the contact details provided below and explain the nature of your concern.

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• We will acknowledge receipt of your concern or complaint within 30 days.
• We will investigate the concern or complaint thoroughly and respond within a reasonable timeframe.
• We will keep you informed of progress where appropriate.

• We will provide an outcome once our investigation is complete.

 

Contact Information

Mother Homeopathy
308 Woodlands Road
Southampton

SO40 7GF

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Email: hello@motherhomeopathy.com
Telephone: 07841 590930

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Next policy review date

1 July 2028