Information Governance Policy and Procedures

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This document outlines the framework Jolandi du Preez - Occupational Therapist, has in place to ensure the rights of individuals in relation to personal data. We are committed to ensuring the highest standards of data privacy and all data held by Jolandi du Preez, Occupational Therapist will be held lawfully and for the retention periods documented in this policy. 

 

Jolandi du Preez, uses the ICO Codes of Practice and the Caldicott Principles to ensure we adopt best practice when handling personal data. The ICO guidance should be considered in conjunction with this policy and can be found on the ICO website: www.ico.org.uk. 

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Name and contact details of the Data Controller /Processor: (Data Protection Officer)

Jolandi du Preez

T: 07979200960

E: info@jolandidupreezot.com

 

This document states our privacy policy and explains what data we need from you and why.

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‘Data’ in this policy refers to:

• Case notes and files

• Written documents

• Database and spreadsheets

• Text and WhatsApp messages

• Emails

• Supervision notes

• Social media communication

• Visits to the website

 

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Purposes/reasons for information processing

Jolandi du Preez processes personal information to enable the provision of person-centred occupational therapy, workshops, groupwork, supervision, training, to maintain accounts and records, and to advertise services.

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The lawful basis we rely on for processing this information are:

• Consent: You are able to remove your consent at any time by contacting the Data Processing Officer.

• Vital Interest.

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Personal data is used for the following purposes​

• To enable us to contact you with important information about the services we provide, i.e. new services, responses to enquiries, changes to booked appointments, notice of holidays, changes to working hours or fees.

• For the provision of services.

• To enable communication about treatment in-between sessions, where relevant; and to comply with regulatory professional body (Heath Care Professions Council) 

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Types of information collected and purpose for information processing?

Jolandi du Preez collects and stores information for the above purposes. This may include:

• Name

• Address

• Telephone number

• Email address

• Employment and education details

• Medical information relating to the reason for your visit including mental health and physical health details

• Financial detail

• Goods and services

 

Jolandi du Preez complies with UK data protection law and follows the medical confidentiality guidelines issued by the professional bodies with which the practice owner is registered. Jolandi du Preez processes personal information about clients, business contacts, professional collaborators, supervisors, and suppliers.

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Data Processing

Jolandi du Preez complies with UK data protection law and follows the medical confidentiality guidelines issued by the professional bodies with which the practice owner is registered. Jolandi du Preez processes personal information about clients, business contacts, professional collaborators, supervisors, and suppliers.

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Data Storage and Deletion

Records are updated after every contact we have with you to keep the information we have about your therapy and any adjustments up to date. 

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These records and all personal data are stored on a password protected computer which is only accessed by Jolandi du Preez. All documents containing personal data are clearly marked with ‘Private and Confidential’. Where information is stored electronically on secure servers contracted from third parties, these contracts are stringently reviewed to ensure personal information is only accessible by Jolandi du Preez. The following third-party software are used and some of your data may be stored on their servers:​​

• (Gmail) email servers.

• (Onecloud) cloud storage.

• Clinico.

• WIX and Freethought

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In accordance with professional body regulations, Jolandi du Preez is required to hold your client records including consultation notes for 8 years after your last appointment. After this period, if we have not heard from you, all data held about you will be securely deleted form servers and devices. Printed/written information will be securely destroyed using a shredder where appropriate. There may be instances when data is not destroyed due to ongoing enquiry, investigation, or litigation. This data will be deleted once it has been confirmed that it is no longer required.

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If a client provides a testimonial for use on the organisation’s website, this anonymised personal data will be retained. Anonymised data is not subject to UK GDPR law and so in this instance GDPR law is not applicable.

 

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Your rights under GDPR

Under the UK General Data Protection and Retention legislation (GDPR, 2018) all individuals have the following rights with regards to personal data:

• To be informed about processing of your personal data.

• To request access to your personal data and information about how we process it.

• To have your personal data corrected in case of inaccuracy and to have incomplete information completed (Data rectification).

• To erasure of your personal data/to be forgotten in certain circumstances.

• To restrict processing of your personal data in certain circumstances.

• To move/transfer your personal data to another organization, or to you, in certain circumstances. (Data portability).

• To object to processing of your personal data in certain circumstances.

 

If you wish to exercise any of the rights detailed above, please contact Jolandi du Preez, who will respond to you within 28 days.

 

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Data sharing

Information about you may be shared with other healthcare professionals such as your GP or others involved in your care. We will talk to you about this if it is necessary.

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There may be instances where, to protect someone from harm, or to protect someone’s life, personal information is shared with third parties (i.e. National Health Services, Police Force or Ambulance Service).

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Cookie Policy
The website does not use cookies or any similar technologies to collect, store, or track your personal information or browsing activity. We respect your privacy and are committed to providing a simple, transparent experience without the use of tracking tools or analytics.

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Updates and contact information

This is a live document and may be updated at any time to reflect changes in the law or the business and accordingly you are advised to revisit the privacy policy regularly to check for updates. If you have any data protection queries, please contact us.

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Queries or how to make a complaint

If you have any concerns about the use of your personal information, you can make a complaint by contacting the Data Protection Officer.

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You can also complain to the ICO if you are unhappy with how Jolandi du Preez has used your data, using the following details:

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Information Commissioners Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF