Privacy Policy

Primary Care Dietitians Ltd fully appreciates the importance of protecting and managing your data and maintaining your privacy. To ensure compliance with data protection requirements, all our data management and clinical processes fully recognise the data protection laws in force in the UK, including the Data Protection Act1998, the Data Protection Act 2018, and relevant Articles from the EU General Data Protection Regulation (GDPR).

Primary Care Dietitians Ltd takes its responsibility for protecting your data very seriously– If there’s anything in this policy you don’t understand or if you want to ask any questions, please feel free to contact us.

This privacy notice covers our activities as a Data Controller for data associated with our staff and our customers and also as a Data Processor for the data associated with the patients/clients of our customers.

Please read the following information carefully to understand how we process your personal data.

For the purpose of Data Protection Laws, the Data Controller is Primary Care Dietitians Ltd whose registered address is 12A Beechroyd, Pudsey, Leeds LS28 8BH.

When we refer to ‘we’, ‘us’, and ‘our’, we mean Primary Care Dietitians Ltd.

Use of Your Personal Information

This privacy notice explains why we collect information about you and how that information may be used.

Our healthcare professionals who provide you with our services maintain records about your health and any treatment or care you have received previously. These records help us provide you with the best possible healthcare.

Your records may exist in several formats, including electronic, paper, or a mixture of both. We employ numerous organisational and technical measures to ensure that such information is maintained in a confidential and secure environment. There cords we may hold about you include:

• Personal details (e.g., name, address, contact details, emergency contacts)
• Any contact we have had with you, such as appointments or consultations
• Notes and reports about your health, including sensitive information
• Details of your referrals, diagnostic procedures, treatments, and care
• Results from any additional relevant investigations
• Information from other healthcare professionals or those involved in your care

To ensure you receive the highest level of care, your records will be used to facilitate the care we provide. Anonymised data may be used to support public health initiatives and manage our contractual obligations. Information may also be used for clinical audits to monitor and improve our services.

Some of this information may be used for statistical purposes, and we ensure that individuals cannot be identified. In cases where your information is used for research, we will always seek your explicit consent before any data is shared.

Maintaining the Confidentiality of Your Records

We will take all possible steps to protect your privacy and will only use information as permitted by law, including:

• Data Protection Act 1998 and Data Protection Act 2018
•  Human Rights Act 1998
• Common Law Duty of Confidentiality
• Health and Social Care Act 2012 (where applicable)
• Codes of Confidentiality, Information Security, and Records Management

All staff at Primary Care Dietitians Ltd are trained in data protection principles and understand their legal obligation to keep your information confidential. Information about you will only be shared with other parties when there is a clear need or a legal reason to do so. Information will only be shared without your permission in very exceptional circumstances (e.g., life-or-death situations) or when legally required.

All personal information we manage is stored within the UK in secure environments, and we use appropriately protected methods to transfer personal information.

Legal Basis for Processing

Our legal basis for processing your data relies on certain conditions set out in GDPR Articles 6 and 9, which form part of the UK Data Protection Act 2018.

Partner Organisations

In some cases, we may share your data with other organisations. We apply strict controls in these situations. We may share your information with:

• NHS Trusts
• Local Authorities
• Educational Services

This list is not exhaustive, and we may engage with other third parties for the processing of your personal information. These organisations will comply with our strict contractual obligations regarding data protection.

In some instances, you may be asked to provide explicit consent for your details to be shared with other organisations.

Your Rights and Access to Personal Information

Under the Data Protection Act 2018, you have the right to request access to, view, or obtain a copy of the information we hold about you. This process, known as a Subject Access Request (SAR), is outlined as follows:

• Your request must be submitted in writing to our Data Protection Officer at Primary Care Dietitians,  12A Beechroyd, Pudsey, Leeds LS28 8BH
• There is no charge for accessing a copy of your information
• We aim to respond to your request within 30 days, though this may be subject to further clarification
• You will need to provide proof of identity (e.g., full name, address, date of birth, NHS number) and two forms of ID before we release your data

In addition to your right of access, you also have the following rights:

•  Erasure: Request that your personal data be deleted from our records, subject to legal or contractual obligations.
• Restriction of processing: Limit the way we process certain parts of your data.
• Objection: Object to how your data is being processed.
• Data portability: Request that your data be provided in a portable format.
• Automated processing: Object to the automatic processing of your data (note: we do not currently use automated processing).

If you provided consent to process your data, you may withdraw it at any time by contacting us in writing.

Retention of Your Data

We will retain your data only for as long as necessary in line with our Documentation Management Lifecycle Policy and Retention Schedule.

Cookies

Our website uses cookies to optimise user experience. By using our website, you consent to cookies in accordance with our Cookie Policy.

Updating Personal Details

If your personal details (e.g., name, address) change, it is your responsibility to inform us so that we can keep your records accurate and up-to-date.

Complaints

If you have concerns about how your information is managed by Primary Care Dietitians Ltd, please contact us at info@mydietitianclinic.co.uk. If you remain dissatisfied, you can file a complaint with the Information Commissioner’s Office (ICO) via their website at www.ico.org.uk or by writing to:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

If you are happy for your data to be used as described in this Privacy Notice, no further action is required. If you have any concerns, please contact us.

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