Privacy Policy + GDPR

Who We Are

Our website address is:

When you supply your personal details to this clinic they are stored and processed for 4 reasons (the bits in bold are the relevant terms used in the General Data Protection Regulation – ie the law):

1. We need to collect personal information about your health in order to provide you with the best possible treatment. Your requesting treatment and our agreement to provide that care constitutes a contract. You can, of course, refuse to provide the information, but if you were to do that we would not be able to provide treatment.

2. We have a “Legitimate Interest” in collecting that information, because without it we couldn’t do our job effectively and safely.

3. We also think that it is important that we can contact you in order to confirm your appointments with us or to update you on matters related to your medical care. This again constitutes “Legitimate Interest”, but this time it is your legitimate interest.

4. Provided we have your consent, we may occasionally send you general health information in the form of articles, advice or newsletters. You may withdraw this consent at any time – just let us know by any convenient method.

We have a legal obligation to retain your records for 8 years after your most recent appointment (or age 25, if this is longer), but after this period you can ask us to delete your records if you wish. Otherwise, we will retain your records indefinitely in order that we can provide you with the best possible care should you need to see us at some future date.

If your records are stored on paper, they will be located in locked filing cabinets, and the offices are always locked and alarmed out of working hours.

Records will predominantly be stored electronically (“in the cloud”), using a specialist medical records service (JANEAPP). This provider has given us their assurances that they are fully compliant with the General Data Protection Regulations. Access to this data is password protected, and the passwords are changed regularly. You are within your right to request a record of your records whenever you wish. Simply contact us directly and we will send you an electronic version of notes to date.

We will never share your data with anyone who does not need access without your written consent. Only the following people/agencies will have routine access to your data:

  • Your practitioner(s) in order that they can provide you with treatment.
  • Our reception staff, because they organise our practitioners’ diaries, and co-ordinate appointments and reminders (but they do not have access to your medical history or sensitive personal information).
  • Other administrative staff, such as our book keeper. Again, administrative staff will not have access to your medical notes, just your essential contact details.
  • We also use Mailchimp to coordinate our messages, so your name and email address may be saved on their server.

From time to time, we may have to employ consultants to perform tasks which might give them access to your personal data (but not your medical notes). We will ensure that they are fully aware that they must treat that information as confidential, and we will ensure that they sign a non-disclosure agreement.

You have the right to see what personal data of yours we hold, and you can also ask us to correct any factual errors. Provided the legal minimum period has elapsed, you can also ask us to erase your records.

We want you to be absolutely confident that we are treating your personal data responsibly, and that we are doing everything we can to make sure that the only people who can access that data have a genuine need to do so.

Of course, if you feel that we are mishandling your personal data in some way, you have the right to complain. Complaints need to be sent to what is referred to in the jargon as the “Data Controller”. Here are the details you need for that:

Kimberley Shepherd
Clinic Director + Lead Acupuncturist

[email protected]

Unit 2, The Artisans Yard
Dyson Place
Sheffield, S11 8XX

Changes to Clinic Privacy Policy and New Guidelines with GDPR

Information Stored

INITIAL INTAKE: This has been completed by each individual patient on their first or subsequent visits. Patients are also aware that they are responsible for updating their information personally, by logging into their designated online profile. If any patient is unsure of how to do this, they are aware that they can call the clinic and/or practitioner so that they can do this for them. They will be reminded every 5 years to ensure their data is up to date.

As detailed in the initial intake, the information required and stored about each patient includes: Full Name, Date of Birth, Home Telephone, Mobile Number, Address, Gender, Doctor, Emergency Contact, Occupation, How you heard about us, Who referred you.

This is required information necessary for the clinic and its practitioners to contact you via email or telephone to remind you of appointments or send you information about your specific case, following your appointment.

CASE HISTORIES Patients understand that we hold your data including case histories for 7 years in total, as required by the British Acupuncture Council. As part of the GDPR, we do not require your consent to keep this information, for 2 reasons:

CONTRACT: Your practitioner has a contract with you to provide a service and the case history is necessary for the practitioner to fulfill this service.

LEGITIMATE INTEREST: It is a legitimate interest for both practitioner and patient that your medical history and treatments are recorded.

How It Is Stored

PAPER NOTES All patients notes that a retained by paper will be kept in a secure, lockable cabinet at the clinic premises. No one else has access to this cabinet other than designated practitioners at the clinic. Any loose, paper notes may also be scanned and attached to your online patient profile that you can access at any time with your designated login details.

DIGITAL NOTES All patient data and information has been filled out by themselves, in an “initial intake form” on the clinics online platform “JaneApp”. This is a cloud based, data processor which is secure and compliant with GDPR. All data is stored and backed up on a secure, encrypted server that cannot be accessed by any third party. Patients understand they can also view, update and upload their own digital notes on their designated online login.

Digital notes are taken by a designated clinic tablet or computer which is password protected. This password is changed every 1st of the month to avoid any breach of security, and will be locked away where possible to avoid unauthorised access.

IN CASE OF BREACH | As the clinic is registered with the ICO, we are required to inform them immediately if a breach of data has been suspected, or any records go missing/get stolen.

Staying In Touch

APPOINTMENT REMINDERS As a patient of the clinic, you automatically receive reminder emails and/or texts when an appointment is booked, cancelled or changed. As a patient, you are within your right to ask the clinic to stop sending you this information at any time, if you wish.

APPOINTMENT FOLLOWUPS Practitioners will often inform their patients during treatment that they will be sending them an email to followup their appointment with advice and support relating to their individual case. Patients may also be sent an email requesting a testimonial, when applicable. As a patient, you are within your right to ask the clinic to stop sending you this information at any time, if you wish.

CLINIC UPDATES, EVENTS & CASE STUDIES As a patient, you will now only receive this information if you have personally opted in but you can opt out of receiving them at any time. You may also have been asked at the time you first booked your appointment or on subsequent visits about updating your email requests.