The fact that the law has changed only adds to what we were doing already to keep your personal information safe and secure.
Please read this policy carefully
It applies to all current and past patients
It also applies if you’re not one of our patients and you interact with us by:
- Calling our administration team for information or generally inquiring about our services
- Ordering products
- Taking part in a survey
- Taking part in a clinical trial
- Someone acting on your behalf paying for products or for services
If you give us personal information about someone else in relation to our services or products this policy still applies. If we need permission from the other person to use this information, then we will ask you to check with him/her that this is ok.
Who Are We?
What’s Not included:
Accessing and updating how we use your information:
We want to make sure that any personal data we hold on you is up to date. So, if you think there are any inaccuracies please contact us to ask us to correct or remove any incorrect information.
Under the Data Protection Act 1998, you have a right to access your medical records or, if you are not a patient, then the information we hold about you. This has not changed under the new regulations. As previously if you would like a copy of the information we hold on you, please request this by writing to our Data Protection Officer below clearly stating your name address and date of birth (if a patient). We may need further identification to make sure we do not disclose information to the wrong person. We may charge a small administration fee to cover the cost of supplying this information to you.
You can let us know at any time if you do not want to receive direct marketing communications from us in relation to new services or products. However, do remember that you may miss out valuable information on updates to treatments and services that we provide. You will however still receive information that is relevant to your ongoing care or treatment such as a new drug therapy that may be relevant to your ongoing care.
To opt out call, email or write to the head office as below.
What kind of information do we collect and how do we use it?
The personal information we collect depends upon how you use our services.
If you ask us to send written information, then we collect your name and email or postal address.
If you buy a non-medical product, then we collect contact details and payment and financial information. We also log your communications with us including emails, webchats and phone calls.
If you use medical products or services, then we collect contact details and medical information.
- This includes name, gender, address, date of birth, phone numbers and email address, relevant medical information and your GP contact details.
- Payment and financial information
- Your communications with us including emails, webchats and phone calls
- Information about the medical treatment you have received
When you use our car parks and clinics, we usually have CCTV systems operated for the security of both patients and staff. These systems may record your image during your visit.
Sharing your information
Within the organisation:
We share your information with other companies and our staff within the Advanced Hair Technology Group (as stated above). We have a single set of corporate rules to make sure your personal information is protected no matter which company you are dealing with and the database is the same no matter which service you are accessing. The personnel handling this information is also the same for each company.
We’ll use your personal information to create aggregated and anonymised information. Nobody can identify you from that information and we’ll use it to:
- make sure our services are working properly and continuously improve and develop products and services for our customers and patients
- run management and corporate reporting, research and analytics, and to improve the business; and
We use the following to generate aggregated and anonymised information:
- Demographics such as your gender, ethnicity and age
- Details of the medical services and their outcomes including any adverse events
Outside our organisation:
We use other providers to carry out services on our behalf or to help us provide services to you. For example, pharmacy services for processing prescriptions and other professionals for giving specialist diagnosis or treatments.
We may also use other providers to:
- provide customer-service, marketing, infrastructure and information-technology services.
- personalise our service and make it work better.
- process payment transactions.
- carry out fraud and credit checks and collect debts.
- analyse and improve the information we hold (including about your interactions with our service); and
- run surveys.
Where we use another organisation, we still control your personal information. And we have strict controls in place to make sure it’s properly protected.
There may be situations in which your personal information is shared to other organisations, government bodies and law-enforcement agencies to carry out our legal obligations. When we share your information with other organisations, we’ll make sure it’s protected, as far as is reasonably possible.
Protecting your information and how long we keep it:
We have strict security in place to protect your personal information. We check your identity when you get in touch and we follow our confidentiality policy. We have suitable technical security in place including encryption to protect your information.
We keep all medical records for 10 years from the last date of contact. In other cases, we keep the information for the period of time needed for the purpose that the information was collected. Sometimes we are required by law to keep records for longer periods of time.
How to Contact Us:
Farjo Hair Institute
70 Quay Street