6 High Street
Upton upon Severn
Green Man Herbal
Apothecary takes your privacy seriously. In keeping with the new
Data Protection Regulation (GDPR),
which comes into effect on 25
May,2018, I have put together a privacy notice to inform you about
the procedures followed with respect to your personal data, how it is
kept and how it is used.
purpose for collecting and processing patient data in
is to obtain a holistic understanding of their condition, create an
appropriate treatment based on that data, and monitor the ongoing
success of that treatment.
nature of the business, as it now stands, is that I am the only
legitimate person present to collect and process patient information
on a daily basis (except
where necessary under Article 9 (2) (f) for use in a judicial
Should this status change at any time, the nature of this notice
will be updated accordingly and patients notified of the change.
of my professional organisation's purpose is as an educational body.
The International Register of Consultant Herbalists and Homoeopaths
(IRCH), of which I am a member, requires, as part of its training
syllabus, that students undergo a minimum number of hours gaining
clinical experience. From time to time, specific cases present
themselves as ideal examples for those training purposes. In this
instance, patient information will be made available to students for
the purpose of developing their skills. This will be achieved under
the same expectations of purpose that govern myself and through the
provision of Lawful
training access, below,
namely written consent.
direct beneficiary of this purpose is the patient foremost, but also
family and friends associated with the patient as well as the greater
society in general through its impact on interpersonal relationships,
productivity, general well-being and resources (domestic and social).
to this purpose: From time to time, some cases will present
themselves as particularly outstanding examples to provide the
opportunity for further education of therapists as well as public
awareness and knowledge through the use of patient data, in the form
of case histories in presentations, publications (articles and books)
and documentary, with respect to holistic therapy, the understanding
of the energetics of herbs, and the combining and usage of herbal
remedies. To safeguard patient privacy the patient information will
be represented by age (at the time of initially obtaining the data)
and sex (male or female) of the patient it was sourced from.
lawful basis for collecting and processing a patient's personal data
Consultation: Under Article 6, Legitimate interest.
Article 9 (h), (I)
training access: Article 6 Consent (written)
9 (h), (I)
usage (public presentations, articles, publications, documentary and
testimonials): Article 6 Consent (written)
9 (h), (I), (J)
consent for subsequent usage can be withdrawn at any time, but will
be limited only to future publications, presentations and productions
as it is impossible to withdraw those already in circulation.
Your Information is Held
the Green Man Herbal Apothecary, I have given much thought as to the
best way to secure your data. I have decided, among other reasons to
preserve the therapeutic nature in which consultations are conducted,
to minimalize technology in the process.
written paper files are used to collect information that you provide
me to help me understand your condition from a holistic perspective
and provide the appropriate holistic treatment. It is achieved in
this fashion in order to preserve the attentive nature of the
patient/therapist relationship I wish to establish from the
information such as: the results of medical tests, diaries or
statistics you record for me, as well as photos, which are used to
visually gage your progress in certain conditions (and are printed
out and placed in your file and the original erased) will all be kept
in your file.
files are kept locked away, which makes them out of reach of hidden
hackers that eventually can find their way into more technologically
Those patients who contact me through Skype will need to request a
connection to my Skype address for each separate contact. On
completion of this business their address shall be removed. All
Skype based correspondence, where applicable, shall be copied into
your paper file and then the original source erased.
will no longer use any form of mobile communication for the purpose
of conveying information (either by voice or texting), storing
contact details or making appointments. This is because mobile phones
are more open to hacking, loss, theft and fraudulent
misrepresentation of the caller. Phone communication will be done
via my land line number listed above. On one to one contact, a code
word, provided to me on our first consultation, will be asked to
further verify the legitimate identity of the caller before any
information is exchanged.
provision for leaving a message is in place for times when I am
absent or during out of hours. Messages will be accessed by me
alone, and in privacy, and will be deleted after the information is
Primary Correspondence: Primary
correspondence will be conducted by
post or by Email.
correspondence will be retained in your file. Email correspondence
will be printed where applicable and placed in your file. The Email
will then be deleted.
Word Processing: Because
of its speed and ease in correction, word processing on a computer
will be used for such functions as writing up analysis of a case or
organising the results of a food diary etc. These will be printed
out on completion and placed in the patient's paper file. The
original will be Erased using a multiple run system
the process of writing these documents is protracted, the unfinished
work will be stored on a stick and then the work erased from the
stick when it is completed and printed. In the meantime, the stick
will be kept under lock and accessed by myself.
An Email address or mailing
address will also be compiled for the purpose of sharing relevant
information to the case, confirming appointments or sending out
privacy notice updates. This information will also be stored on a
computer stick and kept locked away.
For patients that were of the age of majority at the time of their
last consultation, the allows patient data to be kept for a minimum
of 7 years and then the destruction of the case file will be
determined on an individual basis and by provision of consent for
further purpose as outlined above.
Data collected with respect to minors will be kept for 7 years beyond
the date that they reach the age of majority and then be dealt with
as in the previous statement, but where consent is obtained from the
child when that child has reached the age of majority.
will be destroyed using a cross cutter shredder.
Friends of The Green Man: Email
address provided to me under consent will be used for the purpose of
sending out notices and reminders of events (such as herb walks,
presentations and workshops) that the individual provided me with
their email address to specifically notified of. This list is
controlled by me and will not be past on to any third party for any
purpose. The addresses are held by consent and the individual has
the right to withdraw that consent at any given time.
a number of patients contact me via my The
Green Man Herbal Apothecary page Using
messenger. These messages will be noted and necessary information
put in your patient file. Afterwards, the message will be removed to
maintain your facebook anonimity.
The Green Man Herbal Apothecary Website: The
be posted on this website as well as all updates in this policy. The
website can be reached at www.tgm-mobileherbalist.com