As from 25th May 2018, under the General Data Protection Regulations (GDPR) I (Alice Johnson, The Hereford Dietitian, (THD)) am required by law to inform you (as my current patient, or potential patient) about how I process and keep the data that I hold about you safe.
As a Registered Dietitian, I take confidentiality and privacy very seriously and am bound by a code of ethics. I keep personal data up to date; store and destroy it securely; I do not collect or retain excessive amounts of data; I protect your personal data from loss, misuse, unauthorised access and disclosure by ensuring that appropriate security measures are in place to protect personal data. If you are my current patient, or are about to become my patient, here’s what you need to do…
I am required to gain your explicit consent to storing and processing your data in certain ways. When signing up to my weight management programmes or agreeing for dietary advice you will be asked to sign a consent form in order to indicate your consent. You may ask for a copy. If you do not wish to give your consent, you have the option to discuss with me, and it may be possible to create a bespoke agreement between us. You have the right to withdraw your consent at any time. We would need to discuss what this might mean in practice, with the primary aim being to keep you safe. However there may be certain situations that require certain information to be retained, and I may need to seek legal advice in this case.
What data is held about you?
I keep certain data so that I can work safely and professionally with you, in line with the guidelines of professional organisations that I belong to, including the HCPC and the BDA.
The data I hold may include:
Your name and address
Your phone number and email address
An emergency contact’s name and phone number
Your GP name and contact details
Relevant medical information
Nutritional analysis that I may create
'Before and after' photographs
Emails and messages to you, and yours to me
How, why, and for how long is your data held?
All of the above information is kept on an encrypted laptop. Your telephone number and contact details are stored on my phone which is locked with a passcode when I am not using it. Any written notes are kept in a locked filing cabinet. I keep this data for as long is needed to be able to provide the service to you and maintain company transactional records, or where you have given consent to contact you with offers and other marketing purposes, until you notify me otherwise. If reasonably necessary or required to meet legal or regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our terms and conditions, THD may also keep hold of some of your information as required, even after it is no longer needed to provide the service to you.
I (Alice Johnson, The Hereford Dietitian) am the only person who will see your data, unless either my phone or laptop is required by a technician for maintenance.
You have the right to view any of your data, and to ask for changes to be made. When sensitive data is to be destroyed, it is shredded or incinerated. If I discover there has been a data breach of your personal information that could put you at risk, I will undertake to tell you as soon as possible.
How to they affect me?
Cookies don’t store any sensitive or personal information such as your name or address – we use the coded information gathered from them to help us perform tasks. These tasks include showing you products in your region, allowing you to watch a video or allowing you to connect with social media sites. By using our website, you agree that we can keep cookies in place and help us to remember a little about your viewing preferences, while keeping your personal details protected.
THD Use's Performance Cookies
Performance cookies collect information about how visitors use our website – such as which pages visitors go to most often and if they receive any error messages. THD use's the information strictly to improve how the website works.
THD use's Google Analytics to understand how the website is being used, in order to discover which areas can be improved.
Turning Off Your Cookies
Most browsers are automatically set to accept cookies but should you wish to update your website browser to restrict cookies you can follow the instructions on the IAB's website. This may, however, affect your ability to use certain areas of our site.
By subscribing to THD's Bi-Annual Nutrition Newsletter, you agree to let me use the data you provided to send you information that I think will be interesting or useful to you.
You can unsubscribe at any time and I will ensure there is a valid unsubscribe link in everything that I send by mass email.
You agree to letting me send personal one-to-one communications to you. Examples of this may include sending you email address verification messages, and replying to queries sent from your email address.
The Hereford Dietitian Simple Mailing List Policies:
THD hate's spam. Unless you authorise it, I will not share your email address.
I value your information. I will keep your details secure. No personal data is sold, shared, nor leased to third parties.
I will send emails at reasonable intervals, which is at most 2 times per YEAR only!!
I will do our best to meet all applicable privacy, spam, and other relevant rules and regulations. If you think I have failed to do that, please contact me so we can investigate and correct as required.
If you have any other questions regarding how your data is processed and handled, please do not hesitate to contact me.
For further information on your rights, including circumstances in which they apply, please refer to the Information Commissioner’s Office (ICO) website www.ico.org.uk
If you wish to exercise any of the above rights, you can make a request to me verbally, by email or in writing. You will be asked for information to identify yourself showing your name and address. The information will be provided by THD within one month of request. THD may extend the period of compliance by a further two months where requests are complex or numerous. If this is the case, THD will inform you within one month of receipt of request and explain why the extension is necessary.
You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you feel any part of the processing of your personal data has not been handled in accordance with the GDPR.
This document is subject to regular review and will be updated as I see fit.