This policy explains how Kiam Clinic collects and uses your personal data, in accordance with the UK General Data Protection Regulation.
Who we are
The data controller is KAZYS Ltd (trading as Kiam Clinic), 13 Worple Road, Epsom, Surrey KT18 5EP. KAZYS Ltd is registered with the Information Commissioner's Office under registration number ZA859797.
What this policy covers
It applies when you visit this website, contact us, book or attend an appointment, or receive care from us.
What we collect
Personal details — name, date of birth, contact details, GP details and emergency contact details.
Health information — medical history, mental health information, information about medication, clinical assessments, consultation notes, treatment plans and correspondence with other healthcare professionals. Health information is special category data under UK GDPR and is handled with additional safeguards.
Website information — see "Who else sees your information" below and our cookie policy.
How we collect it
From forms on this website, when you book an appointment, when you contact us by email or telephone, from medical questionnaires, during consultations, and from documents you give us. Some information may come from another healthcare professional if you were referred to us.
Children's information
We provide ADHD and autism assessments for children and young people. Where the patient is under 18, we collect their information from the person with parental responsibility as well as from the young person themselves where appropriate to their age and understanding. It is held under the same safeguards as any other patient record.
Who else sees your information
Semble — our clinical records system. If you book through the booking tool on this website, the details you enter go to Semble, because Semble is what provides that booking tool.
SendGrid — the service we use to send email from this website: staff account invitations and password resets, and the notifications sent when someone submits the enquiry form or registers for a workshop. SendGrid receives the content of those messages in order to deliver them, and records when a message is opened and when a link in it is clicked.
Cloudflare — this website is delivered through Cloudflare, which sits between your browser and our server to keep the site online and protect it from attack. Everything you send to this website travels through Cloudflare on its way to us, including anything you type into a form. Cloudflare keeps short-term technical logs of that traffic for security. It is not an advertising company and does not build a profile of you.
No analytics company. Our website analytics runs on our own server rather than a third party's, so nobody outside the clinic holds a record of which pages you read. Our error monitoring records technical faults with the submitted contents of forms stripped out before they leave our server.
Beyond these, your information is shared only where necessary for your care or where the law requires it — with other healthcare professionals involved in your care, with your GP, and with regulators where legally required. We will not share information with your GP without your explicit consent, unless the law requires it or there is a serious risk to safety.
We do not sell your information, and we do not share it for marketing.
How long we keep it
We keep medical records in line with UK healthcare record retention guidelines. Adult records are normally kept for at least 8 years after the last clinical contact. Records for children and young people are kept until their 25th birthday, or their 26th if they were 17 at the last contact, in line with NHS retention practice. Enquiries sent through this website and workshop registrations are kept for shorter periods and then deleted automatically.
Your rights
You have the right to access your data, to have inaccurate data corrected, to ask for deletion where appropriate, to restrict or object to processing, and to ask for your data to be transferred to another provider. To exercise any of these, email enquiries@kiamclinic.com.
You also have the right to complain to the Information Commissioner's Office at ico.org.uk.
Security
We use technical measures (encryption in transit, secure hosting, access controls) and organisational ones (training, role-based permissions) to protect your data.
Changes to this policy
We may update this policy. Revised versions are dated and published here.
Contact
Kiam Clinic, 13 Worple Road, Epsom, Surrey KT18 5EP
Email: enquiries@kiamclinic.com
Telephone: 01372 660580