Neoma GDPR Policy

The General Data Protection Regulation (GDPR) is a new law about the way personal data is processed in the UK.  It applies to everyone who processes data as part of their business, and requires transparency about how your information is processed. “Neoma Fertility” is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using our services, you can be assured that it will only be used in accordance with this privacy policy. This privacy policy, sets out how Neoma Fertility uses and protects any personal information that you provide us.

This policy is effective as from 25th May 2018.

Why we collect your data: 

We collect your personal data because you give us consent to do so, in order to provide a service to you.

We may collect the following information:

  • Information in relation to the new client registration form

  • Information regarding your health and eating habits provided by you at consultations

  • Further clinical information provided by reports from other health professionals

  • Your contact details - name and email address - when subscribing to Neoma Newsletter 

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What counts as information:

Personal information includes handwritten and electronic notes, completed client registration forms, questionnaires and follow up work records given to us. It also includes letters, e-mails , texts and whatsapp messages.

 

What we do with the information we gather: 

We require this information for the purpose of:

  • Providing you with a holistic fertility service that is relevant and customised to you

  • Professional clinical record keeping of client information

  • Sharing information with other healthcare professionals with your consent (as per the new client registration form)

 

Safeguarding your personal information 

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place encrypted electronic systems and standard operating procedures to safeguard and secure the information we collect.

Your information is stored on password-protected files on Dropbox, on a password-protected computer.  Any written clinical notes during your sessions are anonymised and kept securely until they are transferred onto your electronic file.  Paper notes are then safely shredded.

Any emails with patient identifiable information will be encrypted using encryption software. Texts and whatsapp messages are protected by the phone’s security code.

Our company is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to sell our products and services to you. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall. 

All direct payment gateways offered by Wix.com and used by our company adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.

 

Sharing your personal information

“Neoma Fertility” is committed to ensuring that your privacy is protected and will always use private & confidential and encrypted methods of communication.  In the unlikely event of this is not being possible, your full name will not be used to identify you.

 

With your consent, information may be shared about you:

  • by post

  • by secure email (using encryption software),

  • over the phone, in a private place

  • When making secure payments via www.neomafertility.com

 

Depending on your preferences we may communicate over Whatsapp and/ or text, although this should be kept to basic communications such as setting up or changing appointment times, and brief check ins.  If we have sessions over Zoom, this also counts as a method of sharing information.

Your information will only ever be shared with appropriate parties on a need to know basis.  Where this is necessary I am required to comply with all aspects of the GDPR and the IICT’s Code of Ethics.

Where necessary or required, and with your consent, I may share information with:

  • other healthcare professionals

  • social or welfare organisations

  • your family, friends or other representatives

 

Controlling your personal information 

We will not distribute, sell or lease your personal information to third parties unless we have your explicit permission or are required by law to do so.

You may request details of personal information, which we hold about you under the General Data Protection Regulation (GDPR). If you would like a copy of the information held on you please contact Rebecca Prendergast, at hello@neomafertility.com

If you believe that any information we are holding for you is incorrect or incomplete, please email us as soon as possible at hello@neomafertility.com. We will promptly correct any information found to be incorrect.

How you can withdraw and request to be deleted from our files 

Under the GDPR, you have the right to be forgotten, which means that you can ask for your information held about you to be deleted.  However, this must be balanced against the requirements of the Department of Health’s legal and statutory requirement that information is kept for eight years.  After that time your information will be deleted.

Should you wish to put in a request to have your information forgotten please contact Rebecca Prendergast at hello@neomafertility.com.

Should you have any queries in relation to General Data Protection Regulation (GDPR) please contact Rebecca Prendergast at hello@neomafertility.com.

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it.