Koha Skin Clinics is committed to protecting and respecting your privacy.
Koha Skin Clinics understands that your Personal Data is entrusted to us and appreciates the importance of protecting and respecting your privacy. To this end, we comply fully with the UK “data protection laws” along with the applicable clinical confidentiality guidelines.
For the purpose of data protection laws, the Data Protection Controller is Koha Skin Clinic, with registered address;
Koha Skin Clinic
10 Castle Stree
When we refer to ‘we’, ‘us’ and our we mean Koha Skin Clinic.
What personal data may we collect from you?
When we refer to Personal Data in this policy, we mean information that can, or has the potential to, identify you as an individual.
Accordingly, we may hold and use Personal Data about you as a customer, a client or in any other capacity, for example, when you visit our website, or complete a form, access our services or even speak to us.
Depending on which services you receive from us this may include sensitive Personal Data, such as information relating to your health.
Personal Data we collect from you may include the following:
- Information that you give us when you enquire, become a customer, become a client of ours or apply for a job with us, including name, address and contact details including email address and phone numbers.
- The name and all contact details of your next of kin
- Details of referrals, quotes, other contact and correspondence we may have had with you
- Details of services and/or treatments you have received from us or which have been received from a third party and referred on to us
- Information obtained from customer surveys, promotions and competitions that you have entered or taken part in
- Notes and reports about your health and any treatments and care that you have received and/or need, including at this clinic and any hospital visits as well as any medicines administered
- Patient feedback and treatment outcome information that you provide
- Information about complaints and incidents
- Information you give us when you make a payment to us, such as financial or credit card information (no credit card details are stored at, or in any place, by Koha Skin Clinic)
- Other information received from other sources, including from websites and other digital platforms we operate (apps) or the other services we provide, information from business partners, advertising networks, analytics providers or information provided by other companies who have obtained your permission to share information about you.
Where you use our website, we may automatically collect personal data about you including:
Technical information, including the internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating systems and platform
When do we collect Personal Data about you?
We may collect Personal Data about you if you:
- Visit our website
- Enquire about any of our treatments
- Register to be a customer / client with us or book to receive any treatments
- Fill in a form or survey for us
- Participate in a competition, promotion or other marketing activity
- Make payments
- Contact us in person, by email, telephone or social media
- Participate in interactive features on our website
We may use your Personal Data to:
Enable us to carry out our obligations to you arising from any contract entered into between you and us, including relating to the provision by us of services or treatments to you and related matter such as billing, accounting and audit, credit or other payment card verification and anti-fraud screening
- Provide you with information, products or services that you request from us
- Provide you with information about products or services we offer that we feel may interest you. Unless you have consented to receive marketing communications by electronic means from us, by ticking the relevant box on the form on which we collect your data, we will only contact you by electronic means (email or SMS) with information about products and services similar to those which you previously purchased or enquired about from us
- Allow you to participate in interactive features of our services, when you choose to do so
- Notify you about changes to our products or services
- Respond to requests where we have a legal or regulatory obligation to do so
- Check the accuracy of information about you and the quality of your treatment or care, including auditing medial and billing information for insurance claims as well as part of any claims or litigation process
- Support your doctor, nurses or other healthcare professionals
- Assess the quality and/or type of care you have received (including giving you the opportunity to complete customer satisfaction surveys) and any concerns or complaints you may raise, so that these may be properly investigated
- To conduct and analyse market research
- To ensure that content from our website is presented in the most effective manner for you and for your computer
The security of your personal data
In the usual course of our business we may disclose your personal data (to the extent necessary) to certain third-party organisations that we use to support the delivery of our services.
These may include:
- Business partners, suppliers and sub-contractors for the performance of any contract we enter into with you,
- Organisations providing IT systems support and hosting in relation to the IT systems on which your information is stored
- Third party service providers for the purposes of storage of information and confidential destruction, third party marketing companies for the purpose of sending marketing emails, subject to obtaining appropriate consent.
Where a third-party data processor is used, we ensure that they operate under contractual restrictions with regard to confidentially and security, in addition to their obligations under data protection laws.
We may also disclose your personal data to third parties in the event that we sell or buy any business or assets or where we are required by law to do so.
Health information collected during the provision of treatments
Your GP: If the practitioners treating you believe it to be clinically advisable, we may also share information about your treatment with your GP. You can ask us not to do this, in which case we will respect that request, if we are legally permitted to do so, but you should be aware that it can be potentially very dangerous and /or detrimental to your health to deny your GP full information about your medical history, and we strongly advise against it.
From time to time, we may also make information available on the basis of necessity for the provision of healthcare but always subject to patient confidentiality.
In an emergency and if you are incapacitated, we may also process your personal data (including sensitive personal data) or make personal data available to third parties on the basis of protecting your “vital interest” (i.e., your life or your health)
We will use your personal data in order to monitor the outcome of your treatment by us and any treatment associated with your care.
We participate in national audits and initiatives to help ensure that patients are getting the best possible outcomes from their treatment and care. The highest standards of confidentiality will be applied to your personal data in accordance with data protection laws and confidentiality. Any publishing of this data will be in anonymised, statistical form. Anonymous or aggregated data may be used by us or disclosed to others for research or statistical purposes.
You have the right to ask us not to process your information in this way at any time.
If you no longer wish to receive web-based marketing information you can unsubscribe by emailing firstname.lastname@example.org. For non-web-based marketing information please write to:
Koha Skin Clinics
10 Castle Street
While the precise timings vary, we generally ask that you give 30 days’ notice to allow us reasonable time to update our systems.
Accessing and updating your information
The law gives you certain rights in respect of the personal data that we hold about you.
In addition to your right to stop marketing, detailed above, below is a short overview of the most commonly-used rights. It is not an exhaustive statement of the law.
- With some exceptions, designed to protect the rights of others, you have the right to have a copy of the personal data that we hold about you.
- You have the right to have the personal data about you corrected if its factually inaccurate. It is important to understand that this right does not extend to matters of opinion, such as medical diagnoses. If any of your personal data has changed, especially contact information such as; email address, postal address and phone number, please get in touch with us, so we can ensure that your personal data is kept up to date.
- If you would like to exercise your rights in respect of your personal data, the way to do so is to contact us by email on email@example.com.
- In order to protect your privacy, we may ask you to prove your identity before we take any steps in response to such a request.
If you are not satisfied with how we handle your request, you can contact the Information Commissioner’s Office on 0303 123 1113 or visit their website ioc.org.uk