This document describes how Andrew Bird Hearing Limited collects, uses, retains and discloses personal information. The information provided in this document will be:
- concise, transparent, intelligible and easily accessible
- written in clear and plain language
- free of charge.
To ensure that we process your personal data fairly and lawfully we required to inform you:
- about what personal data we hold
- about consent and your right to revoke your consent at any time
- How to access your data
- who is collecting data
- how data is collected
- why we need your data
- how your data is used
- who it will be shared with
- our legal basis for processing data
- how to contact us.
We will also use this document to inform you of ways in which we do not collect or process data which includes online algorithms and through smart devices such as iPhones.
This document will also explain what rights you have to control how we use your information, what actions you may take and how to make a complaint should you feel you need to.
The key laws, as at 25th May 2018, are the EU General Data Protection Regulation (GDPR) and the Data Protection Act 1998 together we will refer to them as “Data Protection Law”. There may be other applicable laws and duties.
For the purposes of Data Protection Law, Andrew Bird Hearing Ltd is the “Data Controller”. Within this document we describe instances where we direct or commission the processing of Personal Data as a Data Controller. We may share your information with other businesses or organisations who may also be a Data Controller or Data Processor. For example, if you book an appointment for a hearing test at your local opticians we may share with them your name, address, date of birth and contact details so that they can book the appointment on their system and know to expect you. The opticians at which you have your appointment may also be a Data Controller.
Andrew Bird Hearing Ltd recognises and understands the importance of protecting personal and confidential information in all that we do, all we direct or commission and takes care to meet legal duties and standards of best practice.
Data Protection Notification
Andrew Bird Hearing Limited is a “Data Controller” under the Data Protection Act 1998. We have informed the Information Commissioners Office (ICO) that we process personal data and our registration number is: ZA262821. Details are publicly available from the:
Information Commissioners Office
How to contact us
Please contact us if you wish to make a complaint or have any questions about our privacy notice, GDPR policy or information we hold about you:
The Business Manager
Andrew Bird Hearing Ltd
Hester’s Way Community Resource Centre
Why we collect information
We only collect and use your information for the lawful purposes of promoting, providing and administering the business of Andrew Bird Hearing Ltd. These purposes include:
- Health administration and services (audiology)
- accounting and auditing
- procurement and commission of medical devices
- commissioning of the repair of medical devices
- record keeping
- advertising, marketing and public relations
- promotion of services and products
- research, education and training
- consultancy and advisory services
- information and databank administration
- staff administration
Types of personal data we collect
We process personal information to enable us to support the provision of healthcare (audiology) services, maintain our own accounts and records, promote our services and products and to support and manage our employees and healthcare professionals.
The types of information we may use include:
- Personal details such as names, dates of birth, addresses, telephone numbers and email addresses
- family details, for example next of kin details
- applicable health records and history (audiology)
- lifestyle and social circumstances
- financial details for taking payments and for making payments
- employment details, for those that work for us either directly or are commissioned by us to provide a service.
Informed consent and your right to revoke consent
We will always try to ensure that when you provide us with your information that you are informed of how it will be used and have given your consent. This document that helps to keep you informed:
- Is available on our website andrewbirdhearing.co.uk
- is available through a hyperlink (click button) on all of our email signatures
- is displayed in the reception area in our office
- was sent by Royal Mail in paper format to our client database with our Summer 2018 newsletter.
When you meet with your Audiologist for the first time they will also inform you about how may we use your data. You will be asked if you are happy for us to use and share your personal information and your answers recorded on your Patient Record Card.
You do not have to agree to us using your information for all the reasons that you have provided you with, for example you may agree to us using your information in order to provide you with our products and services, but you may not wish your information to be used for direct marketing.
Sometimes we may make a reasonable assumption about your consent, for example if you would like a visit at home for a hearing test we may assume that you have given your consent to use your information (i.e. your address) otherwise we would not be able to provide the service. As a small business that is people focused we like to build good relationships with our clients, this means that we may sometimes send you information in the post like a newsletter that keeps you up-to-date with changes in our business, the latest technology or a Christmas card and we may assume that you have given your consent to receiving these.
Even if you have previously agreed to your information being used you have the right to revoke this consent at any time by:
- telling your Audiologist
- contacting us using the details in the How to contact us section of this document.
How to access your Personal Information
Data Protection Law provides you with the right to see the information that Andrew Bird Hearing Ltd holds about you and why. Requests must be made in writing and you will need to provide:
- adequate information (full name, address, date of birth) so that your identity can be verified and your information located
- an indication of what information you are requesting to enable us to locate this in an efficient manner.
We aim to comply with requests for access to personal data as quickly as possible. We will ensure that we deal with requests within 30 days of receipt unless there is a reason for delay that is justifiable under law.
We want to make sure that your personal information is accurate and up to date. If you think any information is inaccurate or incorrect then please let us know
Who collects your data
Andrew Bird Hearing Ltd collects data for legitimate business purposes.
Information may be collected by other businesses or organisations that we work with for us. For example, if you book an appointment for a hearing test at your local opticians they will take personal information such as your name, address, telephone number and date of birth at the time of booking. They will then pass that information to us prior to your appointment.
Information is also collected by suppliers and manufacturers of medical devices and may be shared with us for legitimate business purposes, for example you may have contacted a manufacturer of a particular hearing aid that you would like to learn more about and the manufacturer refers you to us as your local Audiologist.
How data is collected
Information is usually provided to us by you by telephone, email or in person and is usually when you make an enquiry or book an appointment for a hearing test, consultation or wax removal. You would normally give further information during your appointment.
Sometimes information is collected by a third-party partner and then passed to us. The information is usually given to the third-party by you over the phone or in person, for example when you make an appointment to see one of our Audiologists at your local opticians or if you contact a hearing aid manufacturer through their website.
Certain information is also collected if you buy products through our website, this may include financial information so that you can complete your purchase.
Andrew Bird Hearing Ltd collects information both in written and electronic format.
How we use information
Your information is used to run and better improve the business of Andrew Bird Hearing Ltd. It may be used to:
- Promote and provide products or services in the course of business
- business planning to ensure continuity of service
- produce reports on how effective Andrew Bird Hearing Ltd and the services provided has been
- review and audit services to provide high levels of client satisfaction
- investigate complaints, legal claims or important incidents
- make sure Andrew Bird Hearing Ltd provides value for money.
We may keep your information in written form or on a computer.
We may share your information for a number of reasons. These may include:
- to consult with other organisations or professionals to ensure provision of best advice or recommendations
- to ensure effective day-to-day business activities
- commission the manufacturing of custom products
- to procure medical devices for you
- to commission the repair or replacement of your medical devices(s)
- check information about your medical device(s)
- to commission the processing of direct marketing materials
- to comply with current legislation
- to comply with a Court Order
- you have consented to disclosure
Our legal basis for processing data
As we have described in this document Andrew Bird Hearing Ltd collects, uses and shares data:
- as necessary to meet our service requirements
- consistent with your consent which you may revoke at any time
- to comply with legal obligations
- for legitimate business purposes.
Ways in which we do not collect data
Increasingly businesses and organisations are collecting data that has not been consciously provided by individuals. Andrew Bird Hearing Ltd do not knowingly or intentionally:
- track people online or by smart device
- combine other data sets
- use algorithms.
We will only retain information for as long as necessary and in accordance with the Andrew Bird Hearing Ltd Retention Schedule.
Security of your information
We take our duty to protect your personal information and confidentiality seriously. We are committed to taking all reasonable measures to ensure the confidentiality and security of personal data for which we are responsible, whether on paper or held electronically.
All staff are provided with training and have access to our GDPR policies and procedures in both paper copy and electronic format. All of our staff are required to protect your information and inform you of how your information will be used. This includes, in most circumstances, allowing you to decide if and how your information can be shared.
Everyone working for Andrew Bird Hearing Limited is subject to the duty of confidentiality. Information provided in confidence will only be used for the purposes advised unless it is required or permitted by law.
Information for job applicants
Andrew Bird Hearing Ltd will process information provided by applicants for the processing and management of their application and subsequent selection process. Other details are kept in order to enable us to monitor equality and diversity within the business and application process.