Privacy Statement

Your privacy matters

Privacy and confidentiality are crucial to the work that we do at Sleep Well Oxford. The consent for and security surrounding the information provided by the patients and the companies with whom we work are among our highest priorities - in short, we are committed to protecting your personal information. 

Sleep Well Oxford is fully compliant with the current General Data Protection Regulation (GDPR) guidance and is registered with the Information Commissioner's Office (ICO).

This page provides further information about the data we collect, why we collect it and how we use it. It also provides guidance on what you can do if you would like to request a copy of your information or patient record, make a complaint or delete your personal information.

How we obtain personal data

Personal data may come to us in several ways. These include:

- Information provided to us through the "Get in touch" form on the website

- Information provided to us via email

- Information discussed either in person, over the internet (e.g. Skype or Zoom), or by telephone. 

- Information provided to us via assessment questionnaires and forms completed securely online

- Information provided to us by a referrer (e.g. insurance provider, company, GP, sleep clinic) by formal letter, in person, by email or by telephone.

What personal information we collect

This will vary according to both the nature of the interaction and relationship between you and Sleep Well Oxford. Generally speaking, we may collect:

- Your full name and title

- Your home address (for patients) and business address (for companies) 

- Your date of birth

- Information about your healthcare insurance (if applicable)

- Psychometric data (scores for questionnaires used as part of the assessment process)

- Bank account details (for payments and refunds)

- Clinical information that pertains to your treatment and care
 

What we do with your personal information

Your personal information is used for the express purpose of providing you with the best possible care or service and is accessed by our clinical secretary and by the clinician.

For patients, as part of your assessment, consultation and treatment, we will keep accurate and detailed assessment and treatment records. These are likely to be both hand-written notes and electronic records. These also typically comprise a clinic letter written to your General Practitioner or referrer. These are generally sent to patients as an encrypted PDF file to their nominated email address, and by post to the General Practitioner. Written notes are stored securely in a dedicated and securely locked filing cabinet and electronic records are securely stored and password protected. Sleep Well Oxford email accounts are protected using random sequence generated passwords that are changed on a regular basis, and are protected by multi-factor authentication. They are only accessible to the individual to whom they are dedicated.   

For companies, any information that you provide, either directly or through the process of the discussions and consultations that are had will be stored securely either in paper format or as a password protected electronic file (as above).  

Sharing information

None of this information will be shared with any third party unless we have your express consent to do so.

The sole exceptions to this rule are:

a) if we are required to share information by law

b) if your safety or that of someone else is at serious risk

Even in these highly unlikely cases, however, we will discuss the process with you in full and walk you through anything that we have to do together. 

Crucially, we will never sell or lease your personal information to any 'third parties' (such as other companies, or marketing agencies). 

Feedback

We also really value feedback, both in terms of helping us develop and provide better services but also to offer new patients and corporate clients the opportunity to hear a little more about what we do and how we do it. We are really grateful for the opportunity to use use feedback as part of an anonymised testimonial, but wherever we would like to do this we will ask for your explicit consent before doing so. Furthermore, you will always able to rescind this consent at a later stage, including removing the feedback from our records and website.   

How we store your personal information

The personal information that we hold digitally is securely stored and password protected. Any written information is held securely in a dedicated and securely locked filing cabinet in a secure location. 

We will generally keep personal patient information for a minimum of three years from the date of assessment/primary contact. This is so that if we need to use it again for your care, we have access to it (e.g. if you wanted a further treatment course/review appointment). If you wish to have any of your information removed from our records (i.e sooner), you can request to do this at any time.

The right to be FORGOTTEN

You have the express right to have any or all of your personal information that we hold deleted or removed from our records at any time. This is called ‘the right to be forgotten’. In order to do this, we will need to make sure that the request has been made by the person to whom the information pertains and so we may ask a couple of security questions to ensure that this is the case. 

Requests can be made directly to enquiries@sleepwelloxford.com

Appointment cancellation policy

All appointments can be refunded in full as long as they are cancelled by telephone or email with at least 48-hours notice.

Further information

Any further information can be requested at reception@sleepwelloxford.com

Please note, this privacy notice was last updated on 31st January 2024