Fair processing notice

This Fair Processing Notice has been created to inform you about the types of information held about you, why that information is held about you, and to whom that information may be shared with.

Fair Processing Notice

Beyond Clinics processes information about you in order to provide assessment and treatment services, and in doing so has to comply with the requirements of the Data Protection Act (2018). This means that data held about you must only be used for specific purposes as defined by law. This Fair Processing Notice has been created to inform you about the types of information held about you, why that information is held about you, and to whom that information may be shared with.

Why we collect information about you:

Beyond Clinics keep records about your assessment and any treatment and care you receive from the organisation. This helps ensure that you receive the best possible care from us. Records may be written or digital. Records may include:

  • Basic information about you, such as name, address, date of birth, NHS number and next of kin details,
  • Contacts we have had with you, such as assessments and reviews,
  • Notes and reports about your health and any treatment,
  • Details and records about the assessment and treatment you receive,
  • Relevant information from other health and social care professionals, local authorities, voluntary organisations, relatives, or those who care for you and know you well.

How your personal information is used:

Your records are used to direct, manage and deliver the care you receive to ensure that:

  • The clinical care team and other healthcare professionals involved in your care have accurate and up to date information to assess your health,
  • The clinical care team and other healthcare professionals have the information they need to be able to assess and improve the quality and type of treatment you receive,
  • Your concerns can be properly investigated if a complaint is raised,
  • Appropriate information is available if you see another member of the clinical care team.

How your records are used to help Beyond Clinics:

  • Review the care we provide to ensure it is of the highest standard and quality,
  • Ensure our services can meet patient needs in the future,
  • Investigate patient queries, complaints and legal claims,
  • To measure the performance of Beyond Clinics
  • Audit services.
  • Helping to train and educate healthcare professionals.

How we keep your records confidential, secure and who we share with:

Everyone working for Beyond Clinics has a legal duty to keep information about you confidential and secure.

You may be receiving care from other organisations as well as Beyond Clinics e.g. GP’s, Social Services and the NHS. We may need to share some information about you so we can work together for your benefit. We will seek your consent prior to sharing information about you except in cases where disclosure is required by law or when there is a potential and significant risk to your safety or the safety of others. We will ensure information passed on to other professionals it is kept confidential and secure.

Professionals receiving information from us are under a legal duty to keep it confidential and secure.

Who do we share your information with?

Everyone working within Beyond Clinics has a legal duty to keep information about you confidential. Similarly, anyone who receives information from us has a legal duty to keep it confidential.

We routinely share information regarding assessment and treatment with your GP. We may also share information with the following main partner organisations:

  • Other NHS Trusts, hospitals that are involved in your care
  • Clinical Commissioning Groups and other NHS bodies,
  • Ambulance Trusts

You may be receiving care from other service providers, for example Social Care Services. We may need to share some information about you with them so we can all work together for your benefit if they have a genuine need for it as part of your care or we have your permission. Therefore, we may also share your information with:

  • Social Care Services.
  • Education Services.
  • Local Authorities
  • Voluntary and private sector providers working with the NHS.

We share information in line with the legislation from the Health and Social Care Act 2015 and we process/share your information under the Data Protection Act legislation and the new GDPR (General Data Protection Regulation) legislation of article 6(1)(c), 6(1)(d), 6(1)(f) and article 9 EU GDPR (processing of special categories of personal data) e.g., 9(2)(h), 9(2)(j) Research Purposes and 9(2)(b) Safeguarding.

9(2)(h) – 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.

SMS for appointments

To keep our patients informed about appointments and to cut down on missed appointments, we send information out via SMS as appointment reminders for our patients, if you do not want to receive these alerts to your mobile phone etc., please let us know, and we will remove you from this appointment service.

Retention periods and contact information

We follow the NHS and the Department of Health policies and guidance in regards to the retention periods of data and information that we hold.

If you have any questions regarding your information and how it is used, please contact us and we will do our best to help.