At Oxford Fertility, we are committed to maintaining the trust and confidence of our patients and visitors. This Privacy Notice explains what types of personal information will be gathered when you register for services with Oxford Fertility; how we keep it secure, and how this information will be used.
Health care professionals providing you with care are required by law to maintain records about your health and any treatment or care you have received. These records help to provide you with the best possible treatment and help us to ensure that safe care is provided to you.
We collect and hold data for the purpose of providing treatment services to you and running our clinic, which includes monitoring the quality of care that we provide. This information also helps us to respond to your queries or secure specialist services. We may keep your information in written and/or in electronic form. Our records include basic details about you, such as your name and address, in addition to more sensitive information about your health, including medical history, results of investigations: laboratory tests, x-rays, etc., in order to plan and provide the appropriate treatment and care for you.
When someone visits www.oxfordfertility.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
Like most webpages, our web pages use “cookies”. A cookie is a small file of letters and numbers that we place on your computer or mobile device if you agree. These cookies allow us to distinguish you from other users of our website, which helps us to provide you with a good experience when you browse our website and also allow us to improve our website.
If you want to disable cookies you need to change your website browser settings to reject cookies. How you can do this will depend on the browser you use. Further details on how to disable cookies for the most popular browsers are set out below:
This depends on which cookies you disable, but in general the website may not operate properly if cookies are switched off.
Personal information provided to Oxford Fertility by you will only be used for the purposes stated when the information is requested, such as creating a self-referral.
Please be assured that personal information will not be sold to third parties, or provided to direct marketing companies or other such organisations without your express permission. Personal information collected and/or processed by Oxford Fertility is held in accordance with the provisions of the General Data Protection Regulation 2018.
Demographic and statistical information about user behaviour collected via Google Analytics is used to evaluate the effectiveness of Oxford Fertility’s website and help enhance our content to be more useful, such as seeing which pages are most used, which pages people spend the most amount of time on etc. We also use it to look at the impact of our marketing campaigns, for example, to see if more referrals come from a specific website we have been partnering with.
Any disclosure of this information is always anonymised and will never identify individual users.
We have a legal obligation to share some key details related to your treatment with The Human Fertility & Embryology Authority (HFEA), and may also have to share your information – subject to strict agreements on how it will be used, with the following partners:
We will never share your information outside of health partner organisations without your explicit consent unless there are exceptional circumstances, such as when the health or safety of others is at risk, where the law requires it, or to carry out a statutory function.
Everyone working for our clinic is subject to existing data protection regulations, including the Common Law Duty of Confidentiality. Information provided in confidence will only be used in order to provide the agreed treatment which you have consented to, unless there are other circumstances covered by the law. All our staff are required to protect your information, inform you of how your information will be used, and allow you to decide if, and how your information can be shared. All our staff are expected to make sure information is kept confidential and receive regular training on how to do this.
Please note: we may be legally obliged to disclose your personal information to third parties if we are under a duty to disclose or share such information as necessary in order to prevent and detect crime, protect public funds and make sure the personal information is accurate. These third parties include government departments, local authorities and private sector organisations such as those offering Fertility Programmes, but this will only be in the exceptional circumstances listed above.
We work hard to protect Oxford Fertility and our users from unauthorised access to or unauthorised alteration, disclosure or destruction of information that we hold. In particular:
The General Data Protection Regulation gives you the right to access information held about you. We aim to provide you with access to your personal information. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate – unless we have to keep that information for legitimate business or legal purposes.
If you wish to have a copy of the information we hold about you, please contact: firstname.lastname@example.org.
If you have any questions about our Privacy Notice, or on the information we hold, feel free contact us in any of the following ways:
By Email: Data Protection Officer at: email@example.com
By Phone: Call 01865 782800 and ask for the Data Protection Officer
The Data Protection Officer
The Fertility Partnership
Institute of Reproductive Sciences
Oxford Business Park North
Alec Issigonis Way
Oxford OX4 2HW
We regularly review our compliance with our Privacy Notice. We also adhere to national data protection regulations. When we receive formal written complaints, we will contact the person who made the complaint to follow up. We work with the appropriate regulatory authorities, including local data protection authorities, to resolve any complaints regarding the transfer of personal data that we cannot resolve with our users directly.
Any changes we may make to our Privacy Notice in the future will be posted on this page and, where appropriate, notified to you by email.
This Privacy Notice was last updated on 8th May 2018.
If you have concerns or are unhappy about any of our services, please contact: Anne Francis, General Manager (firstname.lastname@example.org).
If you have any questions about our Privacy Notice, or on the information we hold, feel free contact the Data Protection Officer at: email@example.com