Privacy and cookies Privacy Notice The practice aims to meet the requirements of the Data Protection Act 2018, the General Data Protection Regulation (GDPR), the guidelines on the Information Commissioner’s website as well as our professional guidelines and requirements.
The data controller is Dr Ashwyn Roy, who is also, the information Governance Lead.
You will be asked to provide personal information when joining the practice. The purpose of us processing this data is to provide optimum health care to you. The categories of data we process are: Personal data for the purposes of staff and self-employed team member management Personal data for the purposes of direct mail, email, text or marketing Special category data including health records for the purposes of the delivery of health care Special category data including health records and details of criminal record checks for managing employees and contracted team members We never pass your personal details to a third party unless we have a contract for them to process data on our behalf and will otherwise keep it confidential. If we intend to refer a patient to another practitioner or to secondary care such as a hospital we will gain the individual’s permission before the referral is made and the personal data is shared.
[Personal data is stored in the [EU] whether in digital or hard copy format] [Personal data is stored in the US in digital format when the data storage company is certified with the EU-US Privacy Shield] Personal data is obtained when a patient joins the practice, when a patient is referred to the practice and [when a patient subscribes to an email list] The lawful basis for processing special category data such as patients’ and employees’ health data is:
Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of Union or Member State law or a contract with a health professional The lawful basis of processing personal data such as name, address, email or phone number is:
Consent of the data subject Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract The retention period for special data in patient records is a minimum of 10 years and may be longer for complex records in order to meet our legal requirements. The retention period for staff records is 6 years. The retention periods for other personal data is 2 years after it was last processed. Details of other retention periods are available in the Record Retention procedure available from the practice. You have the following personal data rights:
The right to be informed The right of access
The right to rectification
The right to erasure (clinical records must be retained for a certain time period)
The right to restrict processing The right to data portability
The right to object Further details of these rights can be seen in our Information Governance Procedures or at the Information Commissioner’s website. Here are some practical examples of your rights:
If you are a patient of the practice you have the right to withdraw consent for important notifications, newsletters, surveys or marketing. You can inform us to correct errors in your personal details or withdraw consent from communication methods such as telephone, email or text. You have the right to obtain a free copy of your patient records within one month. If you are not a patient of the practice you have the right to withdraw consent for processing personal data, to have a free copy of it within one month, to correct errors in it or to ask us to delete it. You can also withdraw consent from communication methods such as telephone, email or text. We have carried out a Privacy Impact Assessment and you can request a copy from the details below.
The details of how we ensure security of personal data is in our Security Risk Assessment (M 217M) and Information Governance Procedures. Comments, suggestions and complaints Please contact Dr Ashwyn Roy at the practice for a comment, suggestion or a complaint about your data processing at firstname.lastname@example.org or 0116 4030109 or by writing to or visiting the practice at 72A Lutterworth Road, Leicester, LE2 8PG. We take complaints very seriously. If you are unhappy with our response or if you need any advice you should contact the Information Commissioner’s Office (ICO). Their telephone number is 0303 123 1113, you can also chat online with an advisor. The ICO can investigate your claim and take action against anyone who’s misused personal data. You can also visit their website for information on how to make a data protection complaint. Related practice procedures You can also use these contact details to request copies of the following practice policies or procedures: Data Protection and Information Security Policy, Consent Policy Privacy Impact Assessment, Information Governance Procedures
Cookie - What are cookies
For more general information on cookies see the Wikipedia article on HTTP Cookies at
You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of this site. Therefore, it is recommended that you do not disable cookies.
The cookies we set
In order to provide you with a great experience on this site, we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences, we need to set cookies so that this information can be called whenever you interact with a page which is affected by your preferences.
What are the different types of cookies?
You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.
For more information on Google Analytics cookies, see the official Google Analytics page (https://support.google.com/analytics/answer/6004245)
Targeting cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information, but are based on uniquely identifying your browser and internet devices. If you do not allow these cookies, you will experience less targeted advertising. We also use social media buttons and/or plugins on this site that allow you to connect with your social network in various ways, such as sharing pages or links.
For these to work the following social media sites (if available) Facebook, Instagram, Twitter, YouTube, Google+ will set cookies through our site which may be used to enhance your profile on their site or contribute to the data they hold for various purposes outlined in their respective privacy policies.
Our website also contains a Facebook Pixels Code: A pixel refers to the code that is placed on your computer in order to trigger a cookie. We sometimes use this methodology to allow us to deliver more relevant messages to you.
For SEO (search engine optimisation) purposes, from time to time we test new features and make subtle changes to the way that the site is delivered. When we are still testing new features these cookies may be used to ensure that you receive a consistent experience whilst on the site, whilst ensuring we understand which optimisations our users appreciate the most. Session cookies and persistent cookies; our website is hosted on servers that use two different types of cookies. The first type is known as a ‘session-based’ cookie and is allocated to your computer only for the duration of your visit to our website. It helps you to move around the website faster. This cookie automatically expires when you close down your browser, or complete a task (such a form completion). The second type of cookie is known as a ‘persistent’ cookie. These cookies will remain on your computer for a period of time set for each cookie. These cookies allow us to collect data on behaviours such as how many times you visited a page.
How to refuse or opt out of cookies
How to change your browser settings to disable cookies
Microsoft Internet Explorer 6, 7, 8 (Windows XP/Vista) 1. Select Tools from the main task bar, then Internet Options. 2. Click the Privacy tab. 3. Choose the settings you want. 4. Click OK.
Microsoft Internet Explorer 8,9 (Windows 7) 5. Click on the Settings cog icon (top right). 6. Click on Internet Options. 7. Click on Privacy and choose your options. 8. Click Apply and then OK.
Firefox 3.0+, 4.0+, 5.0+,6.0+ 9. Choose Tools from the main task bar, then options. 10. Click the privacy tab. 11. Choose the settings you want. 12. Click OK.
Safari 5 & 6 13. Choose Safari from the main task bar, then preferences. 14. Click on the privacy panel. 15. Choose the settings you want. 16. Click X to close
Google Chrome 17. Click the menu icon and select Settings from the list. 18. Click the Show the advance settings. 19. Click Content Settings in the Privacy section. 20. Choose the settings you want. 21. Click X to close.
Mobile Devices iOS 22. From the home screen, choose Settings. 23. Select Safari. 24. Click Accept Cookies. 25. Choose your preferred settings.
Android 26. Start the browser application. 27. Click the Menu button. 28. Select the More option, then Settings. 29. Tick or clear Accept cookies.
Windows Phone 7 30. From the home screen, click on the right arrow. 31. Scroll down to Settings. 32. Swipe across and select Internet Explorer. 33. Tick or clear Accept cookies.
More information By using our site, as per the EU Cookie Law (http://ec.europa.eu/ipg/basics/legal/cookies/index_en.htm) you are agreeing to these cookies being stored by your browser and their data being shared with the aforementioned services.
If there is something that you aren’t sure whether you need or not, it’s usually safer to leave cookies enabled in case it does interact with one of the features you use on our site.
However, if you are still looking for more information then you can contact us at email address: email@example.com