Privacy Policy and GDPR

Privacy Policy
Last update 06/03/19

Dr Jonathan Timperley operates the https://aviationcardiologyservices.co.uk website and works from Kingswood Consulting Rooms. This page informs you of our policies regarding the collection, use and disclosure of Personal Information when you use our Service.
We will not use or share your information with anyone except as described in this Privacy Policy.
We believe that our customers should always know what data we collect from you and how we use it. We value your privacy and want you to understand the choices and control you have over your information.
In line with the new data protection laws, the EU General Data Protection Regulation (GDPR), which has been in force since 25th May 2018, we have updated our private policy in order to enable you to make the best decisions about the information that you share with us.
There’s nothing you need to do but we do encourage you to take a look at this revised policy to see how we protect your information and your rights under the GDPR.
Please read the updated Private Policy and do not hesitate to contact us if you have any questions.
We use your Personal Information for providing and improving the Service. Once we do receive details from any means of booking a medical, you are considered a customer and we have a legitimate interest under GDPR regulation to keep in touch with you. In the paragraph below, we explain what your data will be used for including what we collect, why we collect information, how we store and use information and when and whom we share it with.

HOW YOUR DATA IS USED, WHAT AND WHY WE COLLECT INFORMATION:
We require adequate information to prepare your documents and provide you with your very own personalised folder before you visit Kingswood Consulting Rooms. By using the Service, you agree to the collection and use of information in accordance with this policy. We ask for specific information that is only needed by Kingswood Consulting Rooms, specific information includes name, email address, telephone number, GP name and address and for flying medicals, date of birth and CAA reference number.
For every medical we require a proof of ID, whether this being a passport, driving licence or birth certificate. Under the new GDPR rules we have to record the specialised numbers on any of these forms of ID and this will be placed in your medical folder. This information is needed in order to positively identify each examinee in line with CAA regulations. We do not photocopy any form of ID.
Each individual medical will require forms to be completed. This will involve personal data and depend on the medical you are undertaking. This information must be completed and can be kept by Kingswood Consulting Rooms as it is for the sole benefit of direct examinee care and is for specified, explicit and legitimate purposes. It will all be processed in a manner that ensures appropriate security of the personal data.
You can ask for copies of the records we hold of you and we must comply within a month and there is no fee. You also have the right to have any errors in your personal information corrected. You can request to have your personal information deleted (or altered so that you are not identifiable) or to restrict the ways in which we use your information – but in either case, only under specific circumstances prescribed by law.

HOW YOUR INFORMATION IS USED:
The information that we have for you will only be intended for the sole benefit of yourself. This will be in regards to having information readily available when you book your next medical so you are not left repeating information as before. The information obtained will also be used for AME online – for first time flyers all AME’s are expected to load the results of medical assessments directly into the CAA’s Medical Administration Records System. This is also needed for returning examinees too in order to produce the CAA certificate.

HOW WE STORE AND USE YOUR INFORMATION:
All information will be stored on an Excel spreadsheet and only accessed Dr Timperley and the administrative team at Kingswood Consulting Rooms. It is stored on a password protected desktop computer. The information is not needed for any other intention than to help you book your medical as efficiently as possible and make your process as seamless as possible.
Your information will only by used by the administrative team at Kingswood Consulting Rooms and Dr Timperley.
Other medicals such as Motor Sport and cardiology reviews require less data capture due to information not having to be processed through the Civil Aviation Authority’s AME Online system.
All medicals that are taken out by Dr Timperley medicals are filed in folders. These files are then sorted before being filed. The term sorted means that they will have all of the required information inside and proof the medical went ahead and copies of the examination should it be needed for auditing reasons at any point, this will all be filed in a neat and orderly fashion. The folders are kept in alphabetical order in cabinets and Kingswood Consulting Room staff only will have access to these files.
If you book a place on the Northampton ECG Course, the information will be kept on excel spreadsheet on a desktop computer, with password protection, used by Dr Timperley. Dr Timperley will not keep any records of credit card payments as these will be kept securely by WorldPay. A link to their Terms and Conditions is:

https://www.worldpay.com/sites/default/files/171120-SME-Terms-2017.pdf

WHEN WE SHARE YOUR INFORMATION AND WITH WHOM WE SHARE IT:
We will never share your information with any other third party. The information is shared between Dr Timperley, Kingswood Consulting Rooms and yourself. For example, we will send you a confirmation email of your booking and appointment information.
You always remain in control of your data as it is kept secure. When booking you can tell us if you do not want to keep your information on file for instance and after your medical has taken place we will delete all information we have that is yours.
The one other time your information will be sent via email is to the CAA, this applies to Class 1 pilots and is because the CAA require a copy of every single ECG that takes place. It will be sent in the form of a PDF and the PDF will named solely as the CAA reference number. These emails are also sent via a nhs.net account. This means the emails are secured and ‘automatically’ protected.

WHAT TO DO IF YOU DO NOT WANT US TO KEEP ANY INFORMATION:
If you have had a medical with us before and do not wish us to keep any information on file for you please do not hesitate to contact the team on 01604 6315715 or you can contact Dr Timperley via email. These requests will be dealt with under the GDPR rules.
COMPLAINTS AND SUGGESTIONS:
We strive hard to ensure that everyone receives quality care and services, we welcome any suggestions or comments you may have that may improve the service offered. Should you feel your needs are not being met we welcome the opportunity to discuss this with you. Please contact us under the ‘contact us’ tab.

ZERO TOLERANCE:
We uphold a zero-tolerance policy. Any patient who is violent and/or abusive to doctors, health care professionals or any member of staff will not be seen.

INFORMATION COLLECTION AND USE:
While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to, your name, phone number, email address, other information (“Personal Information”). This information will be kept only with ourselves at Kingswood Consulting Tooms. This has been described previously above.

LEGAL JURISDICTION:
The https://aviationcardiologyservices.co.uk website operates under the new EU General Data Protection Regulation.

CHANGES TO THIS PRIVACY POLICY:
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.
You are advised to review this Privacy Policy for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

CONTACT US:
If you have any questions about this Privacy Policy, please contact us under the ‘contact us tab’ on the website.   
Aviation Cardiology Services