This website is operated by Foress Media Ltd. We take your privacy very seriously therefore we urge to read this policy very carefully because it contains important information about on:

• who we are,
• how and why we collect, store, use and share personal information,
• your rights in relation to your personal information, and
• how to contact us and supervisory authorities in the event that you have a complaint.

Who we are

Foress Media Ltd ('we' or 'us') (trading as Happy Clinic) collect, use and are responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulations which apply across the European Union (including the United Kingdom) and we are responsible as 'controller' of that personal information for the purposes of those laws.

The personal information we collect and use

We collect the following personal information that you provide to us

• Your title
• Your name
• Your mobile telephone (smart phone) number
• Your address
• Your email address
• Your username (email address)
• Your password
• Your date of birth, nationality, gender, marital status and dependants
• Your GP surgery
• Details of the pharmacy you have chosen for receiving prescriptions
• Your passport
• Your driving licence or any other identity document
• Your utility bill
• Your answers to our security questions to check your identity
• Any personal description you provide
• Any photograph you provide
• Any NHS letters or prescriptions you provide or upload
• Any documents you provide or upload
• Any personal interests you provide
• Your communication preferences
• Your consent to share information with GP
• Your consent to treatment plan and investigations
• Any survey or feedback responses provided by you.
• Contact details of your next of kin, family members or carers as this may be required in an emergency.
• Communications with or about you and these include GP letters, Prescriptions, Fit notes, medical investigations forms, emails, SMS, video and telephone calls.
• How, when and where from you use our website/ webapp ( devices used, operating system and internet browsers, IP address, consultation length etc. More details can be found in our cookies policy)
• Phone number you use to call our customer services
• Information stored on your mobile phone, tablet or computer that you choose to share with your Happy Clinic psychiatrist prior to, during or after your online consultation.
• We use your postcode to advise you where your nearest pharmacy is.
• If you provide us with feedback in the form of a testimonial, we will display such information on our website for the general public at our discretion and also use such information to improve our services.
• If you buy our services, Payment information (purchases, charges incurred, payment card details, receipts and any information from debt collection agencies)
• Information about your mental health, physical health and social issues such as
• Description of problems provided by you, Referral letters, Patient Summary, Clinic letters, Notes and reports relevant to your health, including any information you have given us orally or in writing about your health.
• All aspects of psychiatric and medical history, health parameters, Mental State Examination, details of your treatment and care, including any diagnosis, health advice, comments, prescriptions, investigations forms, fit notes and care plan from your Happy Clinic Psychiatrist and other staff who are involved in your care.
• Information such as heart rate, blood pressure, temperature, height, weight and sleep wake cycles from medical devices and health apps if you agree.
• Important information from health and social care professionals, friends, relatives and carers
• Psychosexual history and information about your ethnicity, religious beliefs or opinion you have provided if this is relevant or part of your care.
• Results of investigations such as blood tests, radiological tests, EEG and ECG etc.

Some examples of when we collect this information include:

1. When you register for an account online.
2. When you log in to Happy Clinic
3. When you buy services through our website or webapp
4. When you write a testimonial
5. When you send messages and attachments
6. Prior to, during and after an online consultation when you provide relevant information
7. When you report a problem or make a complaint
8. When you fill in Patient Reported Outcome Measures forms or enter a survey.

Personal information from other sources

We may receive information about you (only with your consent) from other sources. This information includes:

• Patient Summary from your GP; Referral letters from other doctors etc

We will add this information to the information we hold about you for the following purposes:

• This is part of the assessment process and this will help the doctor to provide safe and effective care.

Sensitive personal information

Sensitive personal information includes any information which relates to the following:

• your genetic data
• your biometric data
• your ethnic origin
• your political opinions
• your religious beliefs
• whether you belong to a trade union
• your physical or mental health or condition
• your sexual life, and
• whether you have committed a criminal offence

We may request that you provide sensitive information, but if we do, we will in every instance explain why we are requesting it and how we intent to use it. We will only collect your sensitive personal information with your explicit consent.

Some examples of when we may request sensitive personal information include:

• We request details of your physical and/or mental health problems and history including risks, current medications, drug allergies, sexual history etc during the registration process, prior to booking the initial assessment and also during the assessment.

Personal information you provide about third parties

If you give us information about another person, you confirm that the other person has appointed you to act on their behalf and agreed that you:

• shall consent on their behalf to the processing of their personal data;
• shall receive any data protection notices on their behalf;
• shall consent on their behalf to the transfer of their personal data abroad; and
• shall consent on their behalf to the processing of their sensitive personal data.

Monitoring and recording communications

We may monitor communications such as emails and telephone calls for the following purposes:

• Quality assurance, training, fraud prevention and compliance

How we use your personal information

We collect information about our users for the following purposes:

• To administer our site and provide you with Happy Clinic services
• To let you know more about our services.
• To identify and manage any accounts you hold with us.
• To allow you to access your account and its features
• To prevent fraud;
• To communicate with you via messages, emails, text messages and video calls.
• To send you appointment and payment confirmation
• To remind you about appointments
• To send you notification about assessment letters.
• To notify you about relevant changes to our terms and conditions, privacy policy and our services in general.
• To improve the quality of our services
• To provide customer services and respond to your questions and complaints.
• To share information with Happy Clinic psychiatrists so that they can provide you with services;
• To communicate and share information with your GP and pharmacy and also with other agencies in certain situations where there is a significant risk to yourself or others;
• If there is a legal obligation to disclose information to court
• Co-operate with the Care Quality Commission (CQC) in certain situations.
• To conduct audit, statistical analysis and behavioural analysis.
• To get payment from you for our services.

Who your information may be shared with

We may share your information with:

• Your Happy Clinic psychiatrist(s).
• Your GP surgery.
• Your chosen pharmacy.
• The Happy Clinic staff (clinical team) who are involved in your care, needing access to information.
• Your carer or next of kin (only with your agreement).
• Social Services/local A&E department or crisis team if there are significant risks to yourself or others including children.
• Our professional advisors (lawyers and accountants), insurers and/or a third party which merges with or acquires us.
• Professional and regulatory bodies such as the General Medical Council, the Care Quality Commission and NHS digital (if applicable).
• Law enforcement agencies in connection with any investigation to help prevent unlawful activity.
• Bodies with public health responsibilities to control infectious diseases (if applicable).
• Our IT suppliers and providers (website/webapp builders and maintenance team- internal or external).
• Providers of web hosting services.
• Health Service Ombudsman.

We will not share your personal information with any other 3rd parties without your consent.

You can at your discretion share your information through social media such as Facebook etc by clicking a button on your website. We do not have any control over how their features work and it is your responsibility to find out more about it from the privacy policy of the relevant social media site before sharing your information.

How long your personal information will be kept

We will hold your personal information for the following periods:

• Your personal and clinical information will be stored on Happy Clinic systems. This information will be stored and deleted in accordance with the Records Management Code of Practice for Health and Social Care.
• We will delete your account 2 years after your last usage of services or your last communication with us, whichever is later.
• If you don't use our services after registration, your account will be deleted after 6 months unless we are required to retain such information for a longer period for any legal or regulatory reason.

These periods are no longer than necessary in each case.

Keeping your information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We will also use technological and organisation measures to keep your information secure. At Happy Clinic we are serious about the security and the secure storage of personal data. We store all personal data on secure servers using the latest technologies

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

We will not transfer your personal information outside of the EEA at any time.

Indeed, while we will use all reasonable efforts to secure your personal data, in using the site you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us.

Contacting us

If you have any questions about this policy or the information we hold about you, please contact us by:

• e-mail: admin@happyclinic.co.uk
• post:
• Happy Clinic
• btc, Business and Technology Centre,
• Bessemer Drive,
• Stevenage,
• SG1 2DX
• or
• telephone: +44(0)3301330855

Calls will be answered at the following times:

• Monday to Saturday 11am to 7 pm

We may record calls for quality and training purposes.

What rights do you have?

Under the General Data Protection Regulation, you have a number of important rights free of charge. In summary, those include rights to:

• fair processing of information and transparency over how we use your use personal information
• access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
• require us to correct any mistakes in your information which we hold
• require the erasure of personal information concerning you in certain situations
• receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
• object at any time to processing of personal information concerning you for direct marketing
• object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
• object in certain other situations to our continued processing of your personal information
• otherwise restrict our processing of your personal information in certain circumstances

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner's Office (ICO) on individual's rights under the General Data Protection Regulations (http://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/)

If you would like to exercise any of these rights, please:

• email, call or write to us
• let us have enough information to identify you
• let us know the information to which your request relates

How to complain

We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113. Their address for correspondence is: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

We would like to have the opportunity to deal with your concerns and find a solution. So please contact usbefore you approach the ICO (Information Commissioner's Office)

Changes to the privacy policy

This privacy policy was published on 14/12/2019 and last updated on 14/12/2019.

We may change this privacy policy from time to time. You should check this policy occasionally to ensure you are aware of the most recent version that will apply each time you access this website.

You must discontinue using our website or webapp if you do not agree to any changes to our privacy policy.