Woodlands Health Center 4th Floor, 1C F/8 Markaz, Islamabad | Tel: 051 6103000, 0348 8990190

Data Protection – UNDER REVIEW

1. Introduction

Woodlands Health Centre is committed to ensuring that patient information is protected and handled in accordance with the law. We adhere to the principles of the Data Protection Act 2018 and the General Data Protection Regulation (GDPR) to ensure the confidentiality, integrity, and security of personal data. This policy sets out how we collect, use, store, and protect patient and staff data.

2. Scope

This policy applies to all staff, contractors, volunteers, and anyone working within or on behalf of Woodlands Health Centre who may handle personal data, including patient, staff, and third-party data.

3. Data Protection Principles

We ensure that personal data is:

  • Processed lawfully, fairly, and transparently: Data will be obtained and processed based on clear, legitimate reasons and communicated to data subjects.
  • Collected for specific, legitimate purposes: Data will only be collected for clear, legal, and relevant reasons, related to healthcare provision.
  • Accurate and up to date: We will ensure data is accurate and updated regularly.
  • Kept only as long as necessary: Data will be kept no longer than is necessary for the purposes for which it was collected, in compliance with retention schedules.
  • Processed in a secure manner: Appropriate technical and organizational measures will be in place to safeguard data against unauthorized access, loss, or damage.

4. Types of Data We Collect

The types of personal data we collect include:

  • Personal Identification Information: Name, address, date of birth, contact details.
  • Health Information: Medical history, symptoms, diagnosis, treatments, prescriptions, and other health-related details.
  • Sensitive Data: Information about race, ethnicity, religion, sexual orientation, or other protected characteristics where applicable.
  • Staff Data: Personal and employment details of staff, including payroll and performance-related information.

5. How We Use Data

We process personal data to provide healthcare services and ensure patient safety. Specific uses include:

  • Providing medical treatment and services.
  • Appointment scheduling and reminders.
  • Prescription management.
  • Medical research, auditing, and clinical governance.
  • Staff management.

We will ensure that all data processing is necessary for the purposes outlined above.

6. Legal Basis for Processing Data

We process personal data based on the following legal grounds:

  • Consent: For example, when patients give consent for treatment or sharing of information.
  • Contractual necessity: To deliver services outlined in a patient’s care plan.
  • Legal obligation: Complying with healthcare regulations and laws.
  • Vital interests: In emergencies where it is necessary to protect life.
  • Public task: Providing healthcare services as a public body or in the public interest.
  • Legitimate interest: In relation to non-sensitive staff data, such as employment or administration.

7. Data Sharing

We may share personal data with third parties where necessary and lawful. Examples of third parties include:

  • Other healthcare providers: Such as specialists, hospitals, and laboratories for ongoing care.
  • Regulatory bodies: For example, NHS bodies, medical boards, and health insurers.
  • Government and legal authorities: If required by law or regulation.
  • Suppliers and contractors: Who provide services like IT support or medical records management.

Any data sharing will be done in compliance with data protection laws and in a secure manner.

8. Data Security

We are committed to protecting the security of personal data. We implement a variety of physical, administrative, and technical measures to ensure the data we hold is kept safe:

  • Encryption: Secure encryption methods will be used for storing and transmitting sensitive data.
  • Access Control: Only authorized personnel will have access to personal data, based on role-based permissions.
  • Regular Audits: Regular data protection audits will be conducted to ensure compliance.
  • Training: All staff will receive training in data protection to ensure they understand their responsibilities regarding patient data.

9. Patient Rights

Patients have the following rights in relation to their personal data:

  • Right to Access: Patients can request a copy of the personal data we hold about them.
  • Right to Rectification: Patients can request corrections if the information we hold is incorrect or incomplete.
  • Right to Erasure (Right to be Forgotten): In some cases, patients can request the deletion of their personal data.
  • Right to Restrict Processing: Patients can request restrictions on how their data is processed.
  • Right to Data Portability: Patients can request their data in a portable format.
  • Right to Object: Patients can object to the processing of their data in certain circumstances.

To exercise these rights, patients should contact Woodlands Health Centre using the details provided in section 12.

10. Data Retention

Patient data will be retained for as long as it is necessary to provide medical care or as required by law. Specific retention periods will be defined in our retention schedule, which complies with regulatory and legal requirements. After the retention period, data will be securely destroyed or anonymized.

11. Data Breaches

In the event of a data breach that could risk the privacy or security of patient data, we will:

  • Notify affected individuals promptly.
  • Report the breach to the Information Commissioner’s Office (ICO) within 72 hours if required.
  • Investigate and mitigate the breach to prevent future incidents.

12. Contact Information

For any questions or concerns about this Data Protection Policy or to exercise your rights, please contact:

  • Data Protection Officer (DPO): [Name/Contact Details]
  • Practice Manager: [Name/Contact Details]
  • Address: 4th Floor, 1C F/8 Markaz, Islamabad
  • Email: [Practice Email]
  • Phone Number: 051 6123629 ‎& Cell: 034 88990190

13. Policy Review

This Data Protection Policy will be reviewed annually or as required by changes in law or practice. Any amendments will be communicated to staff and patients as necessary.

Woodlands Health Centre is committed to ensuring the privacy and protection of all personal data entrusted to us and will continually take steps to meet the highest standards of data protection.