Privacy notice

Back to Zero

Tel 07807 045710


Purpose of this privacy notice

The processing of personal data is governed by the General Data Protection Regulation (the GDPR). This legislation will replace current data privacy law from 25th May 2018, giving more rights to you as an individual and more obligations to organisations holding your personal data.

One of the rights is a right to be informed, which means I have to give you more information about the way I use, share and store your personal data.

I have published this privacy notice so you can access this information, along with information about the increased rights you have in relation to the data I hold on you and the legal basis on which I am using it.

Who am I?

I, Kathryn McNeill trading as Back to Zero, am the data controller. I decide how your personal data is processed and for what purposes.

Whose information does this privacy notice apply to?

This privacy notice applies to information collected from:

  • patients
  • prospective patients
  • former patients
  • visitors to my website

What is personal data?

Personal data relates to a living individual who can be identified from that data.

Examples of personal data I may hold about you include your contact and appointment details.

Special category data is a sub-category of personal data including data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, data concerning health or data concerning sex life or sexual orientation.

Examples of special category data I may hold about you include your patient notes.

How do I process your personal data?

I comply with my obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

I use your personal data for the purposes set out below:

Sections 1 – 13 apply to my patients, prospective patients and former patients

  1. I use your name, address, telephone number and email address to make and rearrange appointments.I am unable to send or receive encrypted emails so you should be aware that any emails I send or receive may not be protected in transit. I will also monitor any emails sent to me, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send me is within the bounds of the law.
  2. I use your name, address, telephone number and email address, only if I have your explicit consent, to send you marketing materials.
  3. I keep a permanent attendance register which records all appointments for patients to keep a record of when you were treated for tax purposes and to secure potential evidence in the event of a criminal prosecution, civil litigation, insurance claim or complaint.
  4. I use your presenting complaint and the symptoms reported by you to formulate a treatment strategy and for treatment planning.
  5. I use any relevant medical and family history you have told me to formulate a treatment strategy and for treatment planning
  6. I use my findings about your health and wellbeing to formulate a treatment strategy and for treatment planning.
  7. I keep a written record of treatment given and details of your progress, including reviews of treatment, treatment strategy and planning, and to secure evidence in the event of criminal proceedings, civil litigation, an insurance claim or complaint.
  8. I record and use any information and advice that I have given, especially when referring patients to any other health professional, to help you to receive the most appropriate treatment and to secure evidence in the event of criminal proceedings, civil litigation, an insurance claim or complaint
  9. I record any decisions made in conjunction with you to help you to receive the most appropriate treatment and to secure evidence in the event of criminal proceedings, civil litigation, an insurance claim or complaint.
  10. I keep accident records for any patients who are involved in accidents at my place of work, in accordance with UK Health and Safety legislation including the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) to comply with the law and to secure evidence in the event of criminal proceedings, civil litigation, an insurance claim or complaint.
  11. In the event of an adverse incident occurring to any of our patients I report the matter my insurance company to enable the insurance company to deal with any potential claims
  12. Where relevant I maintain records of the patient’s consent to treatment, or the consent of their next-of-kin in order to be able to prove that the patient (and/or parent/guardian/next of kin) has given informed consent to treatment to secure evidence in the event of a civil claim, criminal prosecution, insurance claim or complaint
  13. Patient records are recorded on paper and stored securely in a locked filing cabinet. They are transported to and from my place of work and do not leave my possession during that time.

Section 14 applies to those who complain about my services

  1. If I receive a complaint from a person I will make up a file containing the details of the complaint. This would normally contain the identity of the complainant and any other individuals involved in the complaint.

I will only use the personal information I collect to process the complaint and to check on the level of service I provide. I usually have to disclose the complainant?s identity to whoever the complaint is about. If a complainant doesn’t want information identifying him or her to be disclosed, I will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis. I may need to provide personal information collected and processed in relation to complaints to my insurance company.

I will keep personal information contained in secure paper and electronic complaint files in line with my retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the need to know principle.

Similarly, where enquiries are submitted to me I will only use the information supplied to deal with the enquiry and any subsequent issues and to check on the level of service I provide.

Section 15 applies to my website users

  1. I use a third party service, RF Networks to host my website. We use a simple standard WordPress site which is informational only and does not collect any personal data. For more information about how how WordPress processes data, please see

Who do I share your personal data with?

Your personal data will be treated as strictly confidential, and may be shared:

  • with named third parties only with your explicit consent
  • with the relevant authority such as the police or a court, if necessary for compliance with a legal obligation e.g. a court order
  • with your doctor or the police if necessary to protect yours or another person’s life
  • with the police or a local authority for the purpose of safeguarding children or vulnerable adults
  • with my insurance company in the event of a complaint or insurance claim being brought against me
  • my solicitor in the event of any investigation or legal proceedings being brought against me

For further details about the situations when information about you might be shared please see the

Information Commissioner’s website at

How long do I keep your personal data?

I keep your personal data for no longer than reasonably necessary.

I keep patient records for a period of 7 years for safeguarding purposes or in case of any legal claims/complaints.

Patient records and contact details are reviewed annually. I use a cross cut shredder to shred any contact details, patient attendance registers, clinical paper records or contemporaneous notes from treatment sessions that need to be destroyed after 7 years.

In the event of my death or incapacity, my nominated colleague at Birmingham Traditional Acupuncture Centre Lucy Fox will use your contact details for the legitimate purpose of notifying you, if you are still in regular treatment with me.

At any time you may request that changes are made to your contact details.

Your rights and your personal data

Unless subject to an exemption under the GDPR, you have certain rights with respect to your personal data as set out below:

  • The right to request a copy of your personal data which I hold about you
  • The right to request that I correct any personal data if it is found to be inaccurate or out of date
  • The right to request your personal data is erased where it is no longer necessary for me to retain such data
  • The right to withdraw your consent to the processing at any time. This right does not apply where I am processing information using a lawful purpose other than consent
  • The right to request that I provide you with your personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability) – where applicable
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
  • The right to object to the processing of personal data – where applicable
  • The right to be informed if your data is lost. I shall also inform the Information Commissioner’s Office in accordance with the time limits in the GDPR
  • The right to lodge a complaint with the Information Commissioner’s Office

For further details about these rights please see the Information Commissioner’s website at

Further processing

If I wish to use your personal data for a new purpose, not covered by this Privacy Notice, then I will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, I will seek your prior consent to the new processing.

Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact me at

Back to Zero

Tel 07807 045710


You can contact the Information Commissioners Office on 0303 123 1113
or via email
or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF