THE Medical

Award-winning Healthcare in the South West

Privacy Policy

THE Medical is committed to safeguarding the privacy of our clients and website visitors. This is reflected in the way we collect, store and use information. 

Information sharing and disclosure

THE Medical will not sell or rent your personally identifiable information to anyone. We respond to subpoenas, court orders, any legitimate request by authorities with which we must comply or legal process. THE Medical may transfer information about you if THE Medical acquires, or is acquired by or merged with, another company. In this event, THE Medical will notify you before information about you is transferred and becomes subject to a different privacy policy.

THE Medical is registered with the Information Commissioners Office (ICO) as a data controller as stipulated in the Data Protection Act.

Information collection

All patient data is stored electronically on a secure encrypted database via the industry leading practice management software, TM2. It is prohibited for patient records to be altered or removed from our database. All computers are password protected and can only be used by staff of THE Medical.
THE Medical collects personally identifying information in the following ways:

  • Online and email enquires
  • New Patient Registration Form
  • Clinical notes

We may collect, store and use the following kinds of personal data:

  • Information you provide when you register with THE Medical
  • Information relating to any purchases of services or goods
  • Information you provide to us for the purpose of subscribing to our website services, email notifications and or newsletters
  • Any information that you choose to send to THE Medical

Online and email enquires

THE Medical collects personal data when you make an online or email enquiry. THE Medical uses this information for the following general purposes:

  • To categorise requests for pricing and service information
  • To fulfil your requests for certain products and services
  • Facilitation of customer feedback

New Patient Registration Forms

Contact details, medical history, consent to examination, consent to treatment and acceptance of THE Medical’s term of business are recorded by the patient on their New Patient Registration Form.

The contact details are added to the patient’s file on TM2 by reception staff. The rest of the form is scanned and stored electronically on TM2. 

The paper copy of the New Patient Registration form is stored in a secure filing cabinet within the clinic.

Patient Notes

The case history and on-going treatment records are recorded electronically on TM2 by the practitioner. Practitioners must maintain clear, accurate and complete patient records. Patient notes must be recorded electronically using TM2 practice management software.

Patient records are kept for eight years from the date of the patient’s last visit, or if the patient is a child until his 25th birthday or 26th birthday if the child was 17 at the conclusion of treatment.

Patient records are deleted permanently from the electronic patient management database TM2 and paper copies are shredded when they have reached the above criteria (determined annually by running an electronic report on TM2).

Case details are not discussed outside of the clinic under any circumstances. There can be no internal discussion of patients and case details in Reception when other patients are present.

Confidentiality and Security

We limit access to personal information about you to employees who we believe reasonably need to come into contact with that information to provide products or services to you or in order to do their jobs.