Data Privacy Notice – Who we are
Our DPO David Mack/ GDPR Owner Clive Williams and data protection representatives can be contacted directly here:-
Contact details here:- Rook & Thomas Optometrists, 28 Snowdon Street, Porthmadog, LL49 9BT
The personal data we would like to collect from/process on you is:-
Personal data type:-Name, Address, Contact numbers, Date of Birth, Email address, Doctor’s name
Source:- Usually provided by the individual or carer of the individual
The personal data we collect will be used for the following purposes:-
Our legal basis for processing for the personal data is:- “for the provision of health care purposes” & “legitimate interests” & “for the performance of a contract with the data subject”
Any legitimate interests pursued by us, or third parties we use, are as follows:-
Individual interests, Commercial interests. The special categories of personal data concerned are:- Health Data
Consent
By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.
Consent is required for our company to process both types of personal data, but it must be explicitly given. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used.
You may withdraw consent at any time following our Withdrawal of Consent Procedure.
Disclosure
We will not pass on your personal data to third parties without first obtaining your consent.
The following third parties will receive your personal data for the following purpose(s) as part of the processing activities:-
None
Safeguards in place to protect your personal data
You may obtain a copy of the safeguards in place here:- Rook & Thomas Optometrists, 28 Snowdon Street, Porthmadog, LL49 9BT
Retention period
We will process personal data for a minimum of 10 years and will store the personal data for:-
This retention period has been set at:- minimum of 10 years for adults and until children have their 25 birthday
Your rights as a data subject
At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights;
Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling. You also have the right to be subject to the legal effects of automated processing or profiling.
Right to judicial review: in the event that Probert & Williams Eye Care Cyf. refuses your request under rights of access, we will provide you with a reason as to why.
You have the right to complain as outlined in the clause below.
All of the above requests will be forwarded on should there be a third party involved in the processing of your personal data.
Complaints
In the event that you wish to make a complaint about how your personal data is being processed by us, third parties, or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and our DPO/ GDPR Owner.
The details for each of these contacts are:- Rook & Thomas Optometrists, 28 Snowdon Street, Porthmadog, LL49 9BT
Our Privacy statement is available from:- Rook & Thomas Optometrists, 28 Snowdon Street, Porthmadog, LL49 9BT
Personal data
Under the EU’s General Data Protection Regulations, personal data is defined as:-
“Any information relating to an identified or identifiable natural person ‘data subject’-
An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.
This privacy notice tells you how we will collect and use your personal data.
Why do we need to collect and store personal data?
State reasons:- To be able to provide your optical health care and to meet the legal requirements of optical governing bodies.
We are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy.
In terms of being contacted for marketing purposes we would contact you for additional consent.
Will Rook & Thomas Optometrists share personal data with anyone else?
We may pass your personal data on to third-party service providers in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only for agreed purposes. When they no longer need your data, they will dispose of the details in line with our own procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.
How we use the personal data it collects
We will process the information you provide in compliance with the EU’s General Data Protection Regulation. We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. We are required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.
Under what circumstances we contact you
Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.
How you can know the personal data that the organisation holds about you
At your request, we can confirm what information we hold about you and how it is processed. If we hold any personal data about you, you can request the following information:-
Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
Contact details of the data protection officer, where applicable.
The purpose of the processing as well as the legal basis for processing.
If the processing is based on the legitimate interests of Rook & Thomas Optometrists or a third party, information about those interests.
The categories of personal data collected, stored and processed. Recipient[s] or categories of recipients that the data is/will be disclosed to.
If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
How long the data will be stored.
Details of your rights to correct, erase, restrict or object to such processing. Information about your right to withdraw consent at any time.
How to lodge a complaint with the supervisory authority.
Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
The source of personal data if it wasn’t collected directly from you.
Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
What forms of ID you need to provide in order to access this?
We accept the following forms of ID when information on your personal data is requested:- A valid Driving licence, Passport or other official photographic identification along with birth certificate and proof of address.
Contact details of the DPO/ GDPR Owner
You need to be explicit and unambiguous about the data you wish to collect and the purpose of its processing, especially if the data subject is a child. Article 12 of the GDPR specifies that any communications with data subjects relating to processing should be “in a concise, transparent, intelligible and easily accessible form, using clear and plain language”.
You need to be clear about your use of their data and the consequences/risks to them of consenting to process their data.
You will need to outline what and how information is going to be processed. This is to make sure the individual knows exactly what is going to happen to their information and how it is going to be used. You shouldn’t be doing anything with personal data unless the individual is made aware.
Define here the legal basis for processing for example, contractual obligations:-
Special categories of personal data are as follows;
Certain data are classified under the Regulation as ‘special categories’:
* Racial
* Ethnic origin
*Political opinions
* Religious beliefs
* Philosophical beliefs
* Trade union membership
*Genetic data
* Biometric data
* Health data
* Data concerning a natural person’s sex life
* Sexual orientation
* Other
In line with Subject Access Request Procedure and Subject Access Request Form, Rook & Thomas Optometrists may want to link to a location whereby the data subject can download/access the SAR Form.
Application for access to your personal data held by Rook & Thomas Optometrists
| Your Subject Access Rights Subject to certain exceptions, you have a right to have access to and / or correct any personal information that Rook & Thomas Optometristsholds about you (your ‘personal data’). If you wish to make a Subject Access Request, please complete this form carefully and follow the instructions regarding the provision of proof of identity and details of how to return the form to Rook & Thomas Optometrists. The purpose of this form is to ensure that all necessary information to complete your Subject Access Request is provided to Rook & Thomas Optometrists . You are not obliged to use this form, but if you do not, please ensure that all necessary information on this form is provided to Rook & Thomas Optometrists.. You will not usually need to pay a fee to access your personal data. However, if your request is unfounded or excessive, we may charge a reasonable fee for complying with your request, or we may refuse to comply. |
The term “data subject” refers to the person about whom the information is being requested
Section1 – Details of the data subject
| Title (please tick one) | Mr Mrs Miss Ms Other (please state)…………………………………… |
| First Name | |
| Family Name | |
| Date of Birth (dd/mm/yyyy) | |
| Gender | Male Female |
| Current Address | |
| Telephone number | |
| Email address |
Section 2 – Are you the data subject?
| Yes If you are the data subject, please go to Section 4 | No If you are acting on behalf of the data subject, please go to Section 3 |
Section 3a Details of the person requesting the information (if different to Section 1)
| Title (please tick one) | Mr Mrs Miss Ms Other (please state)…………………………………… |
| First Name | |
| Family Name | |
| Company (if applicable) | |
| Address | |
| Telephone number | |
| Email address |
Section 3b – Relationship with data subject.
| Please describe your relationship with the data subject that leads you to make this request on their behalf: |
Section 3c – Authority to release information
| A representative needs to obtain authority from the data subject before personal data can be released. The representative should obtain the data subject’s signature below, or provide a separate note of authority. This must be an original signature, not a copy (tip: using blue ink often helps verification). If the data subject lacks capacity to give authority in this way, the representative should provide evidence of the authority that it has, such as proof of legal guardianship for children under 12 or a power of attorney. I hereby give my authority for the representative named in Section 3 of this form to make a Subject Access Request on my behalf under the General Data Protection Regulation (Regulation (EU) 2016/679) | |
Signature of Data Subject: ……………………………………………….. | Date: ……………………………………………….. |
Section 4 – Proof of Identity.
| In order to prove the data subject’s identity, we need to see copies of two pieces of identification, one from list A and one from list B below. Please indicate which ones you are supplying. Please do not send originals. In addition, if you are acting on the data subject’s behalf, we also need to see evidence of your identity. Please send us two pieces of identification, one from list A and one from list B below. | |
List A (one from below) Passport/Travel Document Photo driving licence National Identity Card ARC Card | List B (plus one from below) A letter sent to you by the FSCS Utility bill showing current home address Bank statement or Building Society Book |
Section 5 – Details of the data required
| Please provide as much detail as you can about the personal data you are requesting to help us locate it quickly (continuing on a separate sheet if necessary): | |
Are there any specific dates you require this information to relate to? Please state: ………………………..………………………..………………………..………………………..………………………..………… ……..………………………..………………………..………………………..………………………..………………………..…… | |
Section 6 – Declaration
The information which I have supplied in this application is correct, and I am the person to whom it relates or a representative acting on his/her behalf. I understand that ***************************** may need to obtain further information from me/my representative in order to comply with this request.
Signature of Data Subject/Representative:………………………..Date:…………………
Please return the completed form to:
The Data Privacy Officer
Voluntary Information
| It would be helpful for us to know the reasons for your request, as this information will help us to improve our service (this is voluntary so you don’t have to provide any reason and it will have no bearing on the processing of your subject access request): ………………………………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………………………………… …………………………………………………………………………………………………………………………………………………… …………………………………………………………………………………………………………………………………………………… …………………………………………………………………………………………………………………………………………………… …………………………………………………………………………………………………………………………………………………… …………………………………………………………………………………………………………………………………………………… |