PRIVACY POLICY FOR CLIENTS AND CLIENT FAMILY MEMBERS

INTRODUCTION

 

WHO WE ARE

 

We are Clinical Diagnostic & Intervention Services Ltd trading as The Kids Clinic, a company registered in Ireland and our company registration number is 3618745DH. Our registered office address is 1st Floor, Grosvenor Court, High Street, Killarney, Co Kerry (hereinafter ‘The Kids Clinic’).

 

We control and are responsible for personal data that is collected about you in the provision of our service. If you have any queries regarding the processing of your data, please contact us as follows:

 

 

HOW TO CONTACT US

 

Telephoning our office team on

021 202 1225

Sending us an email to

info@thekidsclinic.ie

Writing to us at our trading address

1st Floor, Grosvenor Court, High Street, Killarney, Co Kerry

 

 

 

WHAT IS A PRIVACY POLICY

 

We require certain information about you in order to be able to enter into a contract with you and to provide you with our services. Therefore, we collect certain data about you at our initial consultation and in the course of providing our service.

 

This Privacy Policy describes what types of data we hold on you, how we will use your data in the provision of our services, and your rights in relation to how it is used.

 

You will find all this information contained in this document.

 

DATA PROTECTION PROMISE

 

We are committed to a high standard of compliance when it comes to the use of your personal data.

 

Our dedication to this principle means that the personal information we hold about you must be:

  1. Used lawfully, fairly and in a transparent way.
  2. Collected only for purposes that we have clearly explained to you.
  3. Relevant to the purposes we have told you about and limited only to those purposes.
  4. Accurate and kept up to date.
  5. Kept only as long as necessary for the purposes we have told you about.
  6. Kept securely.

 

The Kids Clinic take the security of the information you entrust to us extremely seriously and that includes information which is personal to you, and those around you such as your family or next of kin. We are committed to the protection of personal data we process in respect of our clients and their family members.


 

PURPOSES FOR WHICH WE USE YOUR PERSONAL DATA

 

From whom and why we collect your personal data and our legal basis for doing so

 

We collect your personal data primarily from questionnaire and consent forms completed by yourselves and our interactions with you and your family members.   This will include your name, address, gender, date of birth, contact details for you and your next of kin, medical condition(s), medication and treatments received, allergies, general health observations, and any other details we feel is relevant for the purposes of providing you with a premium service.

 

We may also have received personal data about you from the Health Service Executive who provided us with details such as your name, address, gender, date of birth, contact details, your medical condition, treatment history and any previous reports.

 

FAMILY MEMBERS/NEXT OF KIN

If you are a family member or next of kin of the client, you may have provided us with certain details about you such as name, address, or contact details. We also collect data regarding interactions with family members where it is felt such data is relevant for the purposes of providing our service.

 

NEED FOR DATA

Please note that without collecting and processing certain personal data including any required from you, your family or next of kin, we will be unable to provide our services. As such, if you would like us to provide the services to you or your family, we will require certain information from you which we undertake to use only to the extent necessary to provide services.

 

HOW WE USE YOUR DATA

We use your personal data for the purposes of providing a service and the following reasons:

 

Initial client enquiries and holding consultations

ü  This includes dealing with initial enquiries (including any phone calls with you, your family or next-of-kin, and any representative from the HSE), holding consultations with you and your family service needs. This may include underlying medical conditions, medical history, and other relevant information.

 

Performance of a contract and the settlement of payment

ü  This covers the administration, performance and payment of our providing services which may include liaising with schools, health, medical professionals, and services. We maintain a record of the services we provide.

Administering our computer systems, Conclusion and execution of agreements with Suppliers and Business Partners.

 

 

ü  We rely on trusted third parties to help us run our business and provide us with specialised services. This includes IT support, software providers, accountants, consultants and legal advisors. We also rely on the innovative use of technology and computer systems to run our business and develop our services. We use third-party technology and software providers who sometimes require live access to our systems to provide support for these services. Such access may include access to your data. Such access is only permissible and authorised for the proper administration of our computer systems and to ensure their security.

Health, safety and security

This purpose involves the protection of Clients, our employees, and their workplace environment

Compliance with a legal obligation

To comply with our obligations to which The Kids Clinic is subject in the provision of a services, Client due diligence and the duty of care towards Clients and the disclosure of Personal Data to government institutions or supervisory authorities, including tax authorities, in relation thereto.

Necessary to protect vital interests

ü  To protect our Clients’ vital interests

Legitimate interests of The Kids Clinic

ü  To keep you informed about any changes to our services;

ü  To ensure that the quality of the services which we offer is continually enhanced and refined

 

WHO HAS ACCESS TO YOUR PERSONAL DATA

 

Some of your information may be shared with:

 

  • the relevant members of our staff including Clinicians, who need to know this information in order to provide services to you or your family. We will only share such of your information as our Clinicians need to know in order to carry out their job;
  • our office personnel involved in the management and administration of the service which you or your family are receiving;
  • other health and/or social care professionals and emergency services where appropriate.

 

We may also be inspected from time to time by the HSE. We and HSE may use third parties for data processing purposes only, but this will always be done in a way that continues to protect the confidentiality of your information.

 

We do not, as a matter of course, transfer your data outside of the European Economic Area and Switzerland, and use, as far as possible, Irish or European data centres. Where we use providers who only have overseas-based data centres outside the EEA or Switzerland, we only do so in limited circumstances and always only after completing a thorough due diligence process to ensure the continued safety and security of your data.

 

CONSENT

 

Where our use of your data is undertaken at your request, you are deemed to have provided consent to such processing.

 

However, your explicit consent may be required in order for us to process certain information about you. When seeking consent, The Kids Clinic shall inform you:

(i)    of the purposes of the processing for which consent is required; and

(ii)   other relevant information (e.g., the nature and categories of the data, the categories of third parties to which the data are disclosed (if any) and how you can exercise your rights).

 

Denial or withdrawal of consent

 

You may both deny consent and withdraw consent at any time. The withdrawal of consent shall not affect the lawfulness of the use of such data based on such consent before its withdrawal.

 

STORAGE AND SECURITY

 

The Kids Clinic will take all appropriate measures to ensure that any personal data about you or any family members or next-of-kin is held confidentially and securely in The Kids Clinic’s files and systems.

 

 

 

 

QUANTITY AND QUALITY OF DATA

 

Limited Data

 

The Kids Clinic shall restrict the processing of personal data to data that is reasonably adequate for and relevant to the applicable business purpose. The Kids Clinic shall take reasonable steps to delete personal data that are not required for the applicable business purpose.

 

Retention

 

The Kids Clinic generally shall retain personal data only for the period required to serve the applicable business purpose, to the extent reasonably necessary to comply with an applicable legal requirement or as advisable in light of an applicable statute of limitations period. The Kids Clinic may specify (e.g., in a policy, notice or records retention schedule) a time period for which certain categories of personal data may be kept. We have included below a general guideline for the retention time periods for the personal data of our clients.

 

Promptly after the applicable storage period has ended, your data shall be:

  • securely deleted or destroyed;

(ii)   anonymised; or

(iii) transferred to storage (unless this is prohibited by law or an applicable records retention schedule).

 

 

Accurate, complete and up-to-date Data

 

Please advise us as soon as possible regarding any changes to your data.

 

 

YOUR RIGHTS

 

Access

You have the right to request a copy of the personal data that we hold about you together with a right to request an overview of your data.

 

Rectification or erasure

If any personal data held by The Kids Clinic is incorrect, incomplete or not processed in compliance with applicable law or this Policy, you have the right to have your personal data rectified, deleted or blocked (as appropriate).

 

Object to processing

In addition, you have the right to object to the processing of your personal data on the basis of compelling grounds related to your particular situation.

 

Data portability

You have the right to request a copy of the personal data we hold about you in a commonly used and machine-readable format. We can provide your data either to you or to such other third party as you specify in your request.

 

 

CHANGES TO THE POLICY

 

This Policy may be changed by The Kids Clinic from time to time. Any change shall enter into force with immediate effect after it has been published on The Kids Clinic website.

 

Any request, complaint or claim of an Individual involving this Policy shall be judged against the version of the Policy as it is in force at the time the request, complaint or claim is made.

 

RETENTION SCHEDULE FOR CLIENTS

 

Type of information

Schedule

Final Disposition

Notes

Individual Client records, including initial and all ongoing reviews, reports

Retained for a minimum of 6 years following the end of services.

Anonymise or Destroy by confidential shredding &

Delete permanently from systems

 

Records of clients’ subject to complaint or legal action

Retain until completion of proceedings, or on the advice of legal counsel

Anonymise or Destroy by confidential shredding &

Delete permanently from systems

 

Information for statistical/ Audit purposes

There will be no time limit if the information is anonymised.

Information to be held anonymously.

Exceptions may need to be made for purposes of reports, accreditation audits.

 

 

 

Killarney Clinic

Ballincollig Clinic

Email

info@thekidsclinic.ie
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Opening Times

Mon – Fri 9.00 – 17.00
Sat & Sun CLOSED