Privacy Policy

Reviewed: January 2025

Registered Manager: Dr Nikki Ramskill

Next review due: January 2026

Privacy Policy

This privacy notice explains why our clinic collects information about you and how that information may be used and shared.

The employees and partners of The Female Health Doctor Clinic use electronic records to create and maintain a history of your medical care at the clinic to help ensure you receive the best possible healthcare.  Anyone who accesses your data within the clinic can only do so if they have designated clinical access to our system https://uk.zandahealth.com/. We use 2-factor authentication for additional record security.

We do not keep paper records.

We comply with Data Protection Act in ensuring your personal information is as confidential and secure as possible.

Why we collect information about you

Health care professionals who provide you with care are required by law to maintain records about your health and any treatment or care you have received. These records help to provide you with the best possible healthcare.

We collect and hold data for the sole purpose of providing healthcare services to our patients.In carrying out this role we may collect information about you which helps us respond to your queries or secure specialist services. We only keep your data in digital form. The records may include basic details about you, such as your name and address.

They may also contain more sensitive information about your health and also information such as outcomes of needs assessments.

Details we collect about you

The health care professionals who provide you with care maintain records about your health and any treatment or care you have received elsewhere that you have chosen to share with us. These records help to provide you with the best possible healthcare.

Records which this Clinic may hold about you may include the following:

  • Details about you, such as your address and next of kin
  • Any contact the clinic has had with you
  • Notes and reports about your health
  • Details about your treatment and care
  • Results of investigations such as laboratory tests, scans etc
  • Your registered NHS GP details

How we keep your information confidential and safe

Everyone working for the clinic is subject to the Common Law Duty of Confidence. Information provided in confidence will only be used for the purposes advised with consent given by the patient, unless there are other circumstances covered by the law. All our staff are expected to make sure information is kept confidential and receive annual training on how to do this.

We make sure external data processors that support us are legally and contractually bound to operate and prove security arrangements are in place where data that could or does identify a person are processed.

We are committed to protecting your privacy and will only use information collected lawfully in accordance with:

  • Data Protection Act 1998
  • General Data Protection Regulation 2018
  • Human Rights Act
  • Common Law Duty of Confidentiality
  • clinic Codes of Confidentiality and Information Security
  • Health and Social Care Act 2015

We maintain our duty of confidentiality to you at all times. We will only ever use or pass on information about you if others involved in your care have a genuine need for it and we have your permission to do so (such as your NHS GP). We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e. life or death situations), or where the law requires information to be passed on.

How we use your information

To ensure you receive the best possible care, your records are used to facilitate the care you receive. Information held about you may be used to help protect the health of the public and to help us manage the clinic.

Clinical Audit

Information may be used for clinical Audit to monitor the quality of the service provided. Some of this information may be held centrally and used for statistical purposes. Where we do this we take strict measures to ensure that individual patients cannot be identified.

Clinical Research

Occasionally your information may be requested to be used for research purposes. The clinic will always gain your consent before releasing any information for this purpose.

Safeguarding

To ensure that adult and children’s safeguarding matters are managed appropriately, access to identifiable information will be shared in some limited circumstances where it’s legally required for the safety of the individuals concerned.

Your right to withdraw consent for us to share your personal information (Opt-Out)

If you are happy for your data to be extracted and used for the purposes described in this fair processing notice then you do not need to do anything. If you do not want your information to be used for any purpose beyond providing your care you can choose to opt-out. If you wish to do so, please let us know so we can code your record appropriately. We will respect your decision if you do not wish your information to be used for any purpose other than your care but in some circumstances we may still be legally required to disclose your data.

If you wish to discuss or change your opt-out preferences at any time please contact the clinic Manager via hello@thefemalehealthdoctor.com.

Access to your information

Under the new General Data Protection Regulation (GDPR) 2018 everybody has the right to see, or have a copy, of data we hold that can identify you, with some exceptions. You do not need to give a reason to see your data.

If you want to access your data you must make the request in writing. Under special circumstances, some information may be withheld. If you wish to have a copy of the information we hold about you, please contact the clinic Manager via hello@thefemalehealthdoctor.com.

Change of Details

It is important that you tell the person treating you if any of your details such as your name or address have changed or if any of your details are incorrect in order for this to be amended. Please inform us of any changes so our records for you are accurate and up to date.

Mobile Numbers & Email Addresses

If you provide us with your mobile phone number, we may use this to send you reminders about your appointments or other health screening information. Please let us know if you do not wish to receive reminders on your mobile. We do our best to ensure information is secure. If you fail to inform the clinic of a change of your mobile number, email address or correspondence address, you may then make our processes less secure and the clinic would not be in a position to take liability for this. 

If you provide us with your email address, we may use this to send you reminders to make an appointment for a review. Please let us know if you do not wish to receive correspondence by email.

Notification

Jubilee Health Centre is  registered with the Information Commissioners Office (ICO) to describe the purposes for which they process personal and sensitive information. Our Registration Number is ZA323627.

We are a registered Data Controller and our registration can be viewed online in the public register at: http://ico.org.uk/what_we_cover/register_of_data_controllers

Complaints

If you have concerns or are unhappy about any of our services, please contact the clinic Manager via. hello@thefemalehealthdoctor.com.

For independent advice about data protection, privacy and data-sharing issues, you can contact: The Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF – Phone: 0303 123 1113 Website: www.ico.gov.uk

Website: Who we are

Our website address is: https://www.thefemalehealthdoctor.com.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

If you request a password reset, your IP address will be included in the reset email.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where your data is sent

Visitor comments may be checked through an automated spam detection service.

Reviews of and Changes to our Privacy Notice

We will keep our Privacy Notice under regular review. 

This notice was last reviewed in January 2025.

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