1.1 One Healthcare are committed to safeguarding the privacy of our patients, visitors, staff, allied health professionals, consultants, contractor and our website visitors; in this policy we explain how we will handle your personal data.
1.3 Our website incorporates privacy controls which affect how we will process your personal data. By using the privacy controls, you can specify whether you would like to receive direct marketing communications.
2. How we use your personal data
2.1 In this Section 2 we have set out:
(a) the general categories of personal data that we may process;
(b) in the case of personal data that we did not obtain directly from you, the source and specific categories of that data;
(c) the purposes for which we may process personal data; and
(d) the legal bases of the processing.
2.2 We may process data about your use of our website and services, “usage data“. This usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is through Google Analytics. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests in marketing, monitoring and improving our website/services.
2.3 We may process your contact data “account data“. The account data may include your name and email address. The source of the account data is the contact page on our site. The account data may be processed by our staff for the purposes of communicating with you to provide details of our services. The legal basis for this processing is your consent by requesting further information via our website.
2.4 We may also process your “profile data“. The profile data may include Personal Identifiable Information, including but not limited to; your name, address, telephone number, email address, gender, date of birth, Insurance details (e.g. subscriber reference), GP information, NHS number, etc. The profile data may be processed for the purposes of enabling and monitoring your use of our hospital services. The legal basis for this processing is for the performance of a contract between you and us and/or taking steps, at you request, to enter into such a contract.
2.5 We may process your personal data provided during the use of our services “service data“. The service data may include but is not limited to; Pathology, Imaging, Summary Care Data, NHS number, Authorisation number, billing history, financial information (e.g. Credit/Debit Card data). The source of the service data is yourself, your insurance company, the NHS, Private Medical Secretaries or Consultants. The service data may be processed for the purposes of providing our services, ensuring the integrity of your identification, your safety and security, maintaining our databases, meeting mandatory reporting requirements and additionally, communicating with you. The legal basis for this processing is your consent on our registration form, our legal reporting requirements to NHS and PHIN, and the proper administration of our business and for the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
2.6 We may process information that you post for publication on social media platforms “publication data“. The publication data may be processed for the purposes of enabling such publication and administering our social media platforms, website and services. The legal basis for this processing is your consent for publication by posting on a public forum.
2.7 We may process information contained in any enquiry you submit to us regarding products and/or services “enquiry data“. The enquiry data may be processed for the purposes of offering, marketing and selling relevant products and/or services to you. The legal basis for this processing is your consent by contacting us.
2.8 We may process information relating to your transactions, including purchases of goods and services that you enter into with us “transaction data“. The transaction data may include your contact details, your card details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests.
2.9 We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters “notification data“. The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is your consent by request.
2.10 We may process information contained in or relating to any communication that you send to us “correspondence data“. The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is the proper administration of our website and business and communications with users.
2.11 We may process any of your personal data identified in the other provisions of this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.
2.12 In addition to the specific purposes for which we may process your personal data set out in this Section 2, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person or for the provision of health or social care.
2.13 Please do not supply any other person’s personal data to us, unless we prompt you to do so.
3. Providing your personal data to others
3.1 We may disclose your personal data to any member of our group of companies, this means our partner hospital sites and our corporate office insofar as reasonably necessary for the purposes set out in this policy.
3.2 We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.
3.3 We will disclose your clinical outcome data to the Private Healthcare Information Network, and where necessary the NHS insofar as reasonably necessary for the provision of services.
3.4 Financial transactions relating to your care will be handled by our payment services providers, Barclays, PXP and Secure Retail. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers’ privacy policies and practices at: Barclays: https://www.barclays.co.uk/important-information/privacy-policy/ PXP: https://www.pxpfinancial.com/privacy-policy/ Secure Retail: https://www.secure-retail.com/privacy-policy
3.5 We may disclose your enquiry data to one or more of those selected third party Consultant, Surgeons, AHPs or their associated administrators for the purpose of enabling them to contact you so that they can communicate with you prior to and during your association with them. Each such third party will act as a data controller in relation to the enquiry data that we supply to them.
3.7 In addition to the specific disclosures of personal data set out in this Section 3, we may also disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person or for the establishment, exercise or defence of legal claims or for the provision of health or social care.
4. Retaining and deleting personal data
4.1 This Section 4 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
4.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
4.3 We will retain and delete (or anonymise) your personal data as follows:
(a) Patient data, Medical Imaging, Financial data, Third party contract data, will be retained for a period of six years following final transaction, at the end of which period it will be deleted from our systems.
(b) Incident Documents and audit documents will be retained for a period of three years, at the end of which period it will be deleted from our systems.
4.4 In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention as required for the purposes of satisfying any legal, regulatory, tax, accounting or legal reporting requirements.
4.5 Notwithstanding the other provisions of this Section 4, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
4.6 We may also retain your personal data for a longer period than set out above in the event of a complaint or a claim or if we reasonably believe there is a prospect of litigation in respect of our relationship with you.
5.1 We may update this policy from time to time by publishing a new version on our website.
5.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
5.3 We may notify you of changes to this policy by email or via a notification on our website.
6. Your rights
6.1 In this Section 6, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
6.2 Your principal rights under data protection law are:
(a) the right to access;
(b) the right to rectification;
(c) the right to erasure;
(d) the right to restrict processing;
(e) the right to object to processing;
(f) the right to data portability;
(g) the right to complain to a supervisory authority; and
(h) the right to withdraw consent.
6.3 You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.
6.4 You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
6.5 In some circumstances you have the right to the erasure of your personal data without undue delay. However, there are certain general exclusions of the right to erasure. Those general exclusions include where processing is necessary; for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.
6.6 In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
6.7 You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
6.8 You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.
6.9 You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.
6.10 To the extent that the legal basis for our processing of your personal data is consent, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
6.11 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
6.12 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
6.13 You may exercise any of your rights in relation to your personal data by written notice to us OR via email – firstname.lastname@example.org
7. About cookies
7.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
7.2 Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
7.3 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
8. Cookies that we use
9. Cookies used by our service providers
9.3 We publish Google AdSense interest-based advertisements on our website. These are tailored by Google to reflect your interests. To determine your interests, Google will track your behaviour on our website and on other websites across the web using cookies
10. Managing cookies
10.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
(a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);
(b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);
(c) http://www.opera.com/help/tutorials/security/cookies/ (Opera);
(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
(e) https://support.apple.com/kb/PH21411 (Safari); and
(f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).
10.2 Blocking all cookies will have a negative impact upon the usability of many websites.
10.3 If you block cookies, you will not be able to use all the features on our website.
11. Our details
11.1 This website is owned and operated by One Healthcare Partners Limited.
11.2 We are registered in England and Wales under registration number 09104811, and our registered office is at 33 Holborn, London EC1N 2HT.
We are registered with the Information Commissioner’s Office under registration reference: ZA137907.
11.3 Our principal place of business is at 7th Floor, 33 Holborn, London, EC1N 2HT.
11.4 You can contact us:
(a) by post, using the postal address given above;
(b) using our website contact form;
(c) by telephone, on the contact number published on our website from or via email – email@example.com
(d) by email, using the contact us page on our website, or if specifically about a privacy or data protection issue – firstname.lastname@example.org
12. Data protection officer
12.1 Our data protection officer’s contact details are:
Patrick J Carolan, email email@example.com, tel: 07557 046 431