Kayshudhi and Meera Soni Menon take the protection of your privacy very seriously. We will only use your personal information for the services you have requested and expressly consented to, and to meet our legal responsibilities.
How do we collect information from you?
We obtain information about you when you visit us and engage our services and/or when you use our website
What type of information do we collect from you?
The personal information we collect from you will vary depending on which services you opt in for. The personal information we collect might include your name, address, age, gender, telephone number, email address, health records, your IP address, which pages you may have visited on our website and when you accessed them. For the purposes of providing treatment, we may require detailed medical information. We will only collect what is relevant and necessary for your treatment with your consent only. When you visit our practice, we will make notes that may include details concerning your medication, treatment and other issues affecting your health. This data is always held securely, is not shared with anyone not involved in your treatment.
How is your information used?
In general terms, and depending on which services you opt-in for, as part of providing our agreed services we may use your information to:
• contact you by post, email or telephone
• verify your identity where this is required
• understand your needs and how they may be met
• maintain our records in accordance with applicable legal and regulatory obligations
• process financial transactions if required and with the additional consent
• prevent and detect crime, fraud or corruption
How long is your data retained?
We are required by legislation, other regulatory requirements and our insurers to retain your data where we have ceased to act for you. The period of retention required varies with the applicable legislation. To ensure compliance with all such requirements it is our policy under the guidance of BRCP to retain all data and records on completion of service or end of the contract, for a period of eight years for adults and up to the age of Twenty-five years for minors or till the statute of limitations expire.
Who has access to your information?
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
Staff will have limited access to your basic information only and have a duty of confidentiality under the ethical standards that we are required to follow.
Third-Party Service Providers working on our behalf
We may pass your information to our third-party service providers or associated organisations for the purposes of completing tasks and providing services you have consented to and on your behalf, for example, to book appointments, deliver invoices, newsletter, events, clinics, lectures, workshops, make payments or delivery of Herbs and Medication. However, when we use third-party service providers, we have a strict confidentiality agreement and we disclose only the personal information that is necessary to deliver the service and we require them to keep your information secure and not to use it for their own or any other purposes.
Please be assured that we will not release your information to third parties unless you have requested that we do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention and detection of crime, fraud or corruption.
Cookies on our website
Your rights with regard to your data
At any point whilst we are in possession of, or processing your personal data, you have the following rights:
• Right of access – you have the right to request a copy of the information that we hold about you.
• Right of rectification – You have a right to correct data that we hold about you that is inaccurate or incomplete.
• Right to be forgotten – in certain circumstances, you can ask for the data we hold about you to be erased from our records.
• Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
• Right of portability – you have the right to have the data we hold about you transferred to another organisation.
• Right to object – you have the right to object to certain types of processing such as direct marketing.
• Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.
In the event that we refuse your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge. At your request, we can confirm what information we hold about you and how it is processed.
How you can update your information
Keeping your information up to date and accurate is important to us. We commit to regularly review and correct where necessary, the information that we hold about you. If any of your information changes, please email or write to us, or call us using the ‘Contact information’ noted below.
How you can access your information
You have the right to ask for any or all of your information and data Kayshudhi and Meera Soni Menon process about you. Email or write to us, or call us using the ‘Contact information’ noted below, and we will inform you how we will go about this.
To access what personal data is held, identification will be required. We will accept the following forms of identification (ID) when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If we are dissatisfied with the quality, further information may be sought before personal data can be released.
Security precautions in place to protect the loss, misuse or alteration of your information
Whilst we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
Your data will usually be processed in our offices in the UK. However, to allow us to operate efficient digital processes, we sometimes need to store information in servers located outside the UK, but within the European Economic Area (EEA) or US which complies with the EU-U.S. Privacy Shield Framework. We take the security of your data seriously and so all our systems have appropriate security in place that complies with all applicable legislative and regulatory requirements.
We may occasionally contact you by post/email/telephone with details of any changes in legal and regulatory requirements or other developments that may be relevant to your affairs and, where applicable, how we may assist you further.
If you do not wish to receive such information or any particular service from us, please let us know by contacting us as indicated under ‘Contact information’ below.
Access to your information:
You have the right to request a copy of the personal information about you that we hold.
Correcting your information:
We want to make sure that your personal information is accurate, complete and up to date. To that end you may ask us to correct any personal information about you that you believe does not meet these standards.
Deletion of your information: You have the right to ask us to delete personal information about you where:
• you consider that we no longer require the information for the purposes for which it was obtained
• you have validly objected to our use of your personal information – see ‘Objecting to how we may use your information’ below
• our use of your personal information is contrary to law or our other legal obligations
• you have withdrawn your consent
Restricting how we may use your information:
In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where there is no longer a basis for using your personal information but you do not want us to delete the data. Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
Objecting to how we may use your information:
Where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue. You have the right at any time to require us to stop using your personal information for direct marketing purposes.
Withdrawing consent to use your information:
Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.
Please contact us in any of the ways set out in ‘Contact information’ below if you wish to exercise any of these rights.
Information on the Website
The material on this site is provided for general information only and should not be relied upon or used as the sole basis for making decisions without consulting primary, more accurate, more complete or timelier sources of information. We are not responsible if information made available on this site is not accurate, complete or current. Any reliance on the material on this site is at your own risk.
This site may contain certain historical information. Historical information, necessarily, is not current and is provided for your reference only. We reserve the right to modify the contents of this site at any time, but we have no obligation to update any information on our site. You agree that it is your responsibility to monitor changes to our site.
GDPR and how it affects how we operate CCTV
GDPR applies to the use of CCTV : We use CCTV cameras that are directed to view and/or record the activities of individuals for security purposes. We do not use CCTV within the premises, washrooms, steam rooms or treatment rooms. We use it for security purposes to monitor exteriors of our premises and it will be covered by GDPR. Other rules also apply and therefore the ICO has produced a code of practice that provides recommendations on the use of CCTV systems to help businesses comply.
Data Subjects Rights: Just like your patient records, your data subjects have the right to request access to their CCTV footage. This means making available CCTV footage that they can view on a screen. Keeping data for the minimum period necessary is the best way of protecting data subjects. We keep the recording of CCTV for period of 60 days only and the data is overwritten automatically.
Police Access to Recording and CCTV Footage: The police can request access (at any time) to CCTV footage and even patient records. Nothing will be given to the Police until they submit a Section 29 Disclosure Request Form to see CCTV footage. We may then, depending on the circumstances make a decision to comply or not taking into account likely risk to the data subjects. If we refuse, the Police can attempt to obtain a Court Order to compel us to show the footage. Whilst most people will want to cooperate with the Police, CCTV footage will not be shown without a Section 29 Disclosure Request Form. For Client data, nothing will be disclosed without a Court order, unless there are compelling reasons to do otherwise.
Changes to our privacy notice
We keep this privacy notice under regular. Paper copies of the privacy notice may also be obtained from us if required.
This privacy notice was last updated on 23-May-2018.
MEERA SONI MENON
40 HAZELWOOD DRIVE
We seek to resolve directly all complaints about how we handle your personal information. Please contact us and we will do the needful. You also have the right to lodge a complaint with the Information Commissioner’s Office.(ICO)
ICO – Wycliffe House, Water Lane, Wilmslow, SK9 5AF Telephone +44 (0) 303 123 1113 or email: