Health HQ Ltd Privacy Notice

How we use your information

This notice helps to explain how we collect, store and use the information you give to us when you visit our clinic, when you visit our website www.healthhq.co.uk (“our Website”) and when you correspond with us by telephone, email or otherwise.

Who are we?
Health HQ Ltd is a provider of Chiropractic care in the UK. Our clinic is based in Portsmouth, Hampshire. Health HQ Ltd is a ‘data controller’ for the purposes of your personal data (information). This means that we determine the purpose and means of the processing of your personal information. Our contact details can be found at the end of this notice.

Please read this notice carefully as it contains important information on who we are and what personal information we hold about you, how we collect it and how we may use and share your personal information. It also explains your rights in relation to your personal information and how to contact us or make a complaint.

What information do we collect about you?
When you come to see us at the clinic, we ask you for your personal details such as your name and contact information, relevant medical information and any information regarding medical insurance you may have or be claiming treatment on. This personal information is required to enable us to provide healthcare services to you. If you do not provide the personal information we ask for, it may delay or prevent us from providing our services to you. We may also collect information about you from reports prepared by other medical practitioners and medical imaging that you share with us.

During the course of your treatment with us, we may also collect information about you through participation in voluntary surveys and other activities run by the clinic, and providing feedback.

If you visit our Website and want to arrange a consultation, we ask for your name, email address and telephone number. As you interact with our Website, we may automatically collect technical data about your equipment, browsing actions and patterns. This includes IP addresses. We collect this personal data by using cookies and other similar technologies.

We may also receive analytical data from our email providers and transaction data from Paypal which is our payment provider.

How and why we use your information
Under data protection law, Health HQ Ltd can only use your personal information if we have a proper reason for doing so.

The information we collect helps us to give you the best possible chiropractic care and fulfil our legal and administrative responsibilities.

We will use your personal information:

  1. As necessary to perform our contract with you for the provision of healthcare services or to take steps at your request before entering into a contract;

  2. As necessary to comply with our legal obligations;

  3. As necessary for Health HQ Ltd’s legitimate interests or those of someone else e.g.

    a) to prevent fraud that could be damaging for us and you;

    b) to improve our products and services for the benefit of our patients;

    c) for statistical analysis to help us manage our business in relation to our financial performance, services offered or other efficiency measures so that we can be as efficient as possible and deliver the best service to you at the best price;

    d) to deliver relevant website content to you and measure or understand the effectiveness of the content;

    e) for business administration, such as accounting purposes; and

  4. With your consent e.g. to arrange a consultation.

We will also use your medical information:

  1. As necessary to provide healthcare or treatment;

  2. With your explicit consent, to make referrals to other healthcare providers;

  3. As necessary for reasons of substantial public interest; and

  4. As necessary to establish, exercise or defend legal claims.

Where we rely on consent as a lawful basis to process your personal data, you have the right to withdraw your consent at any time. To do this, please contact us. Our contact details can be found at the end of this notice. Please note that we may also process your personal data without your knowledge or consent where this is required or permitted by law.

Sharing of your information
Health HQ Ltd does not sell or rent your personal information to third party companies. If at any time in the future this may change, you will be contacted and your consent will be sought.

Medical information will be accessible by Health HQ Ltd’s practitioners providing your treatment. This will be your main practitioner and at times if they are unavailable, due to sickness or other absence, a locum practitioner.

Some administrative staf will also have access to records. They are bound by confidentiality both legally and professionally as we understand how important your information is.

It may become apparent to your practitioner that other or additional healthcare services would optimise your level of care. In these circumstances, throughconsultation with your practitioner and with your consent, medical details may be disclosed to the relevant healthcare provider.

We may also share your personal information (including medical information where permitted by law) with:

• Companies we use to help deliver our services and run our business e.g. payment providers, IT providers;

• Law enforcement agencies and professional regulatory bodies;

• Our legal and professional advisors and insurers; • Potential buyers of some or all of our business (usually, information will be anonymised, but this may not always be possible); and

• Anyone else where we have your consent or where it is required by law.

We only allow the companies who provide services to us to handle your information if we are satisfied that they take appropriate measures to protect your personal information. We also impose contractual obligations on them to ensure they can only use your personal information to provide services to us.

How long we keep your information

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including;

• to keep records required by law to comply with our legal and regulatory obligations;

• to show that we treated you fairly;

• to respond to any questions, complaints or claims made by you or on your behalf.

We will not retain your personal information for longer than necessary for the purposes set out in this notice.

Transferring your personal information outside of the EEA

It may sometimes be necessary for us to share your personal information outside the European Economic Area (EEA) (which comprises the countries in the European Union and Iceland, Liechtenstein and Norway) e.g. if we have service providers located outside the EEA.

These transfers are subject to special rules under European and UK data protection law.

Whenever we transfer your personal information outside of the EEA, we will ensure a similar degree of protection is aforded to your information by ensuring one of the following (or one of the other safeguards set out in data protection law) applies:

• your personal information is transferred to countries that have been deemed to provide an adequate level of protection for information by the European Commission;

• the transfer is necessary for the performance of a contract between you and us;

• the transfer is necessary to establish, exercise or defend legal claims;

• there are adequate safeguards in place between us and the organisation receiving it (e.g. by the use of European Commission approved contractual terms); or

• you have provided explicit consent to the proposed transfer after being informed of any potential risks.

Please contact us if you want further information on the specific mechanism used by us when transferring your data outside of the EEA. Our contact details can be found at the end of this notice.

Cookies

We may obtain information about your general usage of our Website by using a cookie which is stored on your browser or the hard drive of your computer. Usage information helps us to improve our Website and to deliver a better and more personalised service. Some of the cookies we use are essential for our Website to operate.

You can block cookies by activating the setting on your browser which allows you to refuse the setting of all or some cookies. You can also indicate your preference to our Website to control its use of cookies. However, if you block cookies you may not be able to use all the features of our Website. For further information about our use of cookies, please refer to our cookies policy https://www.healthhq.co.uk/cookies.

We only allow the companies who provide services to us to handle your information if we are satisfied that they take appropriate measures to protect your personal information. We also impose contractual obligations on them to ensure they can only use your personal information to provide services to us.

Your rights
You have the following rights, which you can exercise free of charge (please note that some of these rights don’t apply in all circumstances):

• The right to be informed about our processing of your personal information;

• The right to be provided with a copy of your personal information;

• The right to require us to correct any mistakes in your personal information;

• The right to require us to delete your personal information;

• The right to require us to restrict processing of your personal information;

The right to object to our processing of your personal information;

• The right to require us to move, copy or transfer your personal information;

We do not use personal information for automated decision making.

For more information about your rights, including the circumstances in which they apply, please contact us or go the Information Commissioner’s Office website www.ico.org.uk.

If you would like to exercise any of these rights, please email, call or write to us. Our contact details are at the end of this page.

Our commitment
We are committed to ensuring that your information is secure on site as well as of site. In order to prevent unauthorised access or disclosure, we have put in place physical, electronic and managerial procedures to safeguard and secure the information we collect. Making sure your information is kept safely and securely is a top priority, however, if you think you have witnessed anything you are unhappy about in relation to the safeguarding of your information, please contact us. If you would prefer to contact someone anonymously, please write to ‘The Managing Director’ at the address at the end of this notice. We will be pleased to look into any issues.

We do not want to do anything with your personal information that you might find misleading, unexpected or objectionable. We strive to be open with customers and treat their details fairly. We have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

No post today, please!
We may like to keep you informed about things that we and other like minded businesses ofer so that you can decide if these could be of benefit. We need your consent to send you marketing material and we ask for this in our New Client Details Form. You do not have to give your consent and if you do, you can withdraw it at any time, so the choice is all yours.

You have the right to opt out of receiving marketing material at any time by:

• emailing info@healthhq.co.uk, writing to us at 71 Marmion Road,Southsea, Hampshire, PO5 2AX or calling us on 023 9216 0339; or
• using the ‘unsubscribe’ link in our emails or ‘STOP’ number in texts

How to complain
We hope that we can resolve any query or concern you may raise about our use of your personal information.

However, if we are not able to resolve your complaint to your satisfaction, you can complain to the Information Commissioner’s Office (ICO). Further information about how to make a complaint to the ICO can be found on the ICO website www.ico.org.uk.

Changes to this notice

This version was last updated in July 2019.

We may change the information in this notice from time to time and when we do so, we will let you know via our Website. If any changes are likely to have an adverse impact on your rights under data protection law, we will use reasonable endeavours to let you know of the changes in advance by email or other means.

Changes to your personal data

Please let us know if you change your name, address or any other personal data.

Contact us
As your chiropractic treatment provider, we like to have contact with you regarding any feedback, complaints, concerns or, we hope, positive comments.

Please talk to us so we can make sure you are getting the most from your treatment and to ensure we can address any questions or concerns about how we handle your personal information.

Health HQ Ltd, Remedi Clinic, 71 Marmion Rd, Southsea, Hampshire, PO5 2AX.

023 9216 0339

www.healthhq.co.uk info@healthhq.co.uk

Health HQ Ltd. Place of registration: England and Wales. Registration No: 08149577.

Registered Office: 1 The Warehouse, Anchor Quay, Penryn, England, TR10 8GZ.