Privacy Policy

Privacy Policy

Effective Date: 17th October 2024

Introduction

This privacy notice is prepared by Virtual Doc Limited (“Virtual Doc Limited” or “we,” “us”) and describes how we process your personal data, the purposes of our processing activities, and the legal basis for such activities. Furthermore, this privacy notice provides you with information about your rights under applicable data protection laws and other relevant information regarding how we handle your personal data.

Contact Information

If you have any questions about this privacy notice, including how we process your personal data, or if you would like to submit a request to exercise your rights, please contact us at:

Virtual Doc Limited UK Limited

Email: [email protected]

How We Collect and Use Your Information

This privacy notice explains why we collect information about our patients and how we use it as a private medical practice.

We manage patient information in compliance with applicable laws and guidance from regulatory bodies such as the Department of Health and the General Medical Council that govern healthcare provision in England. Virtual Doc Limited is committed to protecting your privacy and will only use your information lawfully, in accordance with:

GDPR

Data Protection Act 2018

Human Rights Act 1998

Common Law Duty of Confidentiality

Health and Social Care Act 2012

As data controllers, we ensure that your personal confidential data (PCD) is processed fairly and transparently. This means that your data is handled in a clear and reasonably expected way, in line with the changes introduced by the Health and Social Care Act 2012.

Healthcare professionals providing care maintain records about your health and treatment to ensure you receive the best possible care. These records may be electronic, paper-based, or a combination of both and may include:

Your personal details (e.g., address, next of kin)

Any contact with our private practice

Health notes, reports, and test results

Information from other healthcare professionals or those caring for you

We use this information solely for providing healthcare services and ensure that it remains confidential unless:

Required by law

You provide consent (either implicitly for care or explicitly for other purposes)

It serves the public interest

We may also share data for clinical audit purposes to monitor service quality, ensuring patient anonymity. New data-sharing schemes will be communicated prominently, with information on how to opt out if desired.

Data Retention

We retain personal data only as long as necessary to fulfill the purposes for which it was collected. Records in electronic health systems are generally kept until it is no longer necessary for healthcare services.

Website and Cookies

Virtual Doc Limited uses cookies to analyze visitor behavior and improve the website, functionality, and services. Further information about cookie use is provided in our cookie notice. By using this feature, you agree to the use of cookies, as per the EU Data Protection Directive 95/46/EC. You can decline cookies on your first visit to the website.

Marketing

We may send you updates, newsletters, or marketing material based on your preferences. You have the right to opt-out of these communications at any time.

We also maintain a presence on social media platforms (such as Facebook and Instagram). If you interact with our social media profiles, we may process your data, but for sensitive inquiries, please contact us directly at [email protected].

How We Maintain Confidentiality

We are committed to ensuring your privacy, using information lawfully in accordance with the GDPR and Data Protection Act 2018, overseen by the Information Commissioner’s Office (ICO). Our staff receive training to uphold confidentiality, and only authorized personnel access personal data, strictly on a need-to-know basis.

We maintain robust security measures, such as encryption and access controls, to ensure data confidentiality and prevent unauthorized access.

Sharing Your Information with Third Parties

We only share your data with third parties when necessary for service provision (e.g., healthcare professionals, IT support). We do not sell or share your data for marketing purposes. However, we may disclose information if legally required or to protect our rights or safety.

Examples of third parties we may share your information with include:

NHS Trusts

Independent contractors (dentists, opticians)

Social care services

Emergency services (e.g., police, ambulance)

Other healthcare providers

Your Rights

You have the right to access, correct, or delete your personal data. To exercise these rights or inquire about the data we hold, please contact us at [email protected]. Certain legal obligations may prevent immediate data deletion.

You may also object to the sharing of your data with other providers, though this may affect the level of care we can provide.

Access to Personal Information

Under the GDPR and Data Protection Act 2018, you have the right to access the information we hold about you. To make a subject access request, please contact the Registered Manager at [email protected]. A charge may apply for this service.

Data Controllers and Processors

Virtual Doc Limited is the data controller responsible for your information. We also work with data processors (e.g., IT support, patient record systems) who are required to maintain the same confidentiality standards. If data is processed outside the UK or EU/EEA, appropriate safeguards will be in place.

Updates to this Privacy Notice

We may update this privacy notice as necessary to reflect changes in our processing activities or legal requirements. An updated version will be published on our website and made available at the practice.

This privacy notice is effective from 17th October 2024.