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Privacy Policy

Data Protection Privacy Notice for clients

In providing your Occupational Health Services (Bradford on Avon Occupational Health Services Ltd – BOA OHS), we will ask for information about you and your health. We may also receive information from other providers or your own GP. This privacy notice describes the type of personal information we hold, why we hold it and what we do with it.

Information that we collect

We may collect the following information about you:

  • Personal details such as your name, date of birth, national insurance number, NHS number, address, telephone number and email address
  • Information about your and general health, including

-       Clinical records regarding your care, treatment or results

-       Consent

-       Notes of conversations with you about your referral

-       Dates of your appointments

-       Details of any complaints you have made and how these complaints were dealt with

-       Correspondence with other health professionals or institutions

  • Details of the fees we have charged, the amounts paid and some payment details

BOA OHS is responsible for keeping secure the information about you that we hold.

Those at the practice who have access to your information include Occupational Health Technicians, Occupational Health Advisors and Occupational Health Physicians and the reception/administration staff responsible for the management and administration of the practice.

How we use your information

To provide you with an Occupational Health Service, we require up-to-date and accurate information about you.

With your consent we will share your information with your employer and GP where required.

We will contact you about your appointment with BOA OHS. Our usual methods are telephone, email or letter.

Sharing information

Your information is used only by those working at BOA OHS but there may be instances where we need to share it, with your consent, – for example, with:

  • Your doctor
  • Other health professionals caring for you
  • Your employer, your line manager or HR Advisor.

Keeping your information safe

We store your personal information securely on our computer system and in a manual filing system. Your information cannot be accessed by those who do not work at BOA OHS; only those working at BOA OHS have access to your information. They understand their legal responsibility to maintain confidentiality and follow procedures to ensure this.

We take precautions to ensure security of the premises, the practice filing systems and computers

Our computer system has a secure audit trail and we back-up information routinely.

We keep your records in accordance with our Records Policy. For example, Lung function test results have to be kept for 40 years.

Access to your information and other rights

You have a right to access the information that we hold about you and to receive a copy. You should submit your request to the Director of BOA OHS in writing or by email. We do make an administration charge for copies of your information.

You can also request us to

  • Correct any information that you believe is inaccurate or incomplete. If we have disclosed that information to a third party, we will let them know about the change
  • Erase information we hold although you should be aware that, for legal reasons, we may be unable to erase certain information
  • Stop using your information
  • Supply your information electronically to another

If you do not agree

If you do not wish us to use your personal information as described, you should discuss the matter with your employer in the first instance. If you object to the way that we collect and use your information, we may not be able to continue to provide your Occupational Health Services.

If you have any concerns about how we use your information and you do not feel able to discuss it with us, you should contact The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (0303 123 1113 or 01625 545745).

Date: 1.4.18

Review date: 1.4.19

Bradford-on-Avon Occupational Health Services
St. Margarets Surgery, 29 Bridge Street, Bradford on Avon, Wiltshire, BA15 1BY, UK
Tel: +44(0)1225 863 278  •  Fax: +44(0)1225 868 493 • Email: This email address is being protected from spambots. You need JavaScript enabled to view it.