LEGAL

Welcome to the Publication Scheme for Andrew Jelley Optometrist Ltd, as required by the Freedom of Information Act 2000.

Introduction

 

This publication scheme is a complete guide to the information routinely made available to the public by Andrew Jelley Optometrist Ltd.

 

It is a description of the information about our NHS services that we make publicly available. It will be reviewed at regular intervals and we will monitor its effectiveness.

How much does it cost?

 

The publications are free unless otherwise indicated. Where information is provided at cost, the charges will be calculated as set out in Class 7.

 

How is the information made available?

 

The information within each Class is available in hard copy from either:

 

Andrew Jelley Optometrist Ltd , 34/36 High Street, Bromyard, Herefordshire, HR7 4AE

or:

Andrew Jelley Optometrist Ltd, 18 Teme Street, Tenbury Wells, Worcestershire, WR15 8BA

or it can be printed from this website (www.andrewjelleyopticians.co.uk)

Your Rights to Information

 

The Freedom of Information Act 2000 is designed to promote openness and accountability amongst all organisations that receive public money.

 

From January 1 2005 it will oblige opticians' and optometrists' practices to respond to requests about the NHS related information it holds, and it will create a right of access to that information.

 

These rights are subject to some exemptions that have to be taken into consideration before releasing information.

 

In addition to accessing the information identified in the publication scheme, you are entitled to request information about our NHS services under the NHS Openness Code 1995.

 

New environmental information regulations may be introduced as early as 2003. These will enable similar access to environmental information as under the Freedom of Information Act 2000.

 

Under the Data Protection Act 1998, you are also entitled to access your clinical records or any other personal information held about you and you can contact any practice where your records are held to do this.

 

Feedback

 

If you have any comments about the operation of the Publication Scheme, or how we have dealt with your request for information from the scheme, please write to:

 

Andrew Jelley Optometrist Ltd, 34/36 High Street, Bromyard, Herefordshire, HR7 4AE

Classes of Information

 

All NHS information at Andrew Jelley Optometrist Ltd is held, retained and destroyed within NHS guidelines. Our commitment to publish information excludes any information that can be legitimately withheld under the exemptions set out in the NHS Openness Code or Freedom of Information Act 2000. From 2005, individual Classes are subject to exemptions, the main reasons being the protection of commercial interests and personal information under the Data Protection Act 1998. This scheme had been written in accordance with those exemptions.

 

The information on this Scheme is grouped into the following categories:

Who we are

 

Andrew Jelley established Andrew Jelley Opticians in Bromyard during 1983, opening a further practice in Tenbury Wells shortly afterwards. Andrew has recently expanded his team and has two practices:

 

Andrew Jelley Optometrist Ltd , 34/36 High Street, Bromyard, Herefordshire, HR7 4AE

01885 488259

 

Andrew Jelley Optometrist Ltd, 18 Teme Street, Tenbury Wells, Worcestershire, WR15 8BA

01584 811445

 

Details of all the opticians and optometrists employed in our practices can be obtained by contacting that practice directly.

 

Alternatively, details of all opticians and optometrists registered in the UK are available from the General Optical Council 0207 580 3898.

 

Our Company Registration number is 04614105.

 

Our services

 

All our practices provide free NHS eye tests for those who are eligible. You may also be entitled to vouchers that can be used against the purchase of glasses or contact lenses if you require them. To find out if you are eligible for assistance please ask for details at either of our practices.

 

Appointments for eye tests can be booked over the phone, or by calling into one of our practices. Opening times can vary between locations, so please call to confirm.

Financial and funding information

 

For every eye test performed on behalf of the NHS the optician's practice receives a set fee of £20.90. This goes towards expenses such as optometrist and staff salaries, equipment costs and other store overheads.

 

If you are not eligible for a NHS eye test, please contact either of our practices for details of our current charges.

Regular publications and information for the public

 

A complete set of information about optical and ocular conditions, eye tests, glasses and contact lenses can be found at www.college-optometrists.org

 

Some of this information is also available in patient leaflets. These can be found at either of our practices. To request any leaflets by post please write to either:

 

Andrew Jelley Optometrist Ltd , 34/36 High Street, Bromyard, Herefordshire, HR7 4AE

or:

Andrew Jelley Optometrist Ltd , 18 Teme Street, Tenbury Wells, Worcestershire, WR15 8BA

Complaints

 

If you have a complaint about any of our products or services, we recommend that you first discuss any problems at the practice concerned.

 

Our policies and procedures

 

- Complaints

- Data protection

- Health and safety

 

These are available on request from either practice.

This publication scheme

 

In this class we will publish any changes we make to this publication scheme, the criteria on which our information management policies are made and a referral point for all enquiries regarding information management generally in practice. We will also publish any proposed changes or additions to publications already available.

Useful Resources

 

Websites:

Information Commissioner www.informationcommissioner.gov.uk

NHS Freedom of Information www.foi.nhs.uk

 

Publications:

Freedom of Information Act 2000 www.hmso.gov.uk/acts/acts2000/20000036.htm

Privacy Policy
 

Your privacy:
At Andrew Jelley Opticians we are committed to the highest privacy standards. However you choose to interact with us, we will only collect data that is necessary for us to deliver the best possible service and ensure you are reminded about appointments or anything else relevant to your ongoing care. This policy provides detailed information on when and why we collect your personal information, how we use it and the very limited conditions under which we may disclose it to others.

 

Privacy Notice

Who we are?

We at Andrew Jelley Opticians Ltd are registered with the Information Commissioners Office as a Data Controller registration number Z8318713. We are specialist in Optometric Services and operate from:

18 Teme Street, Tenbury Wells, Worcestershire WR15 8BA

34-36 High Street, Bromyard, Herefordshire HR7 4AE

Your Privacy

Your privacy matters to us and we are committed to the highest data privacy standards and patient confidentiality. To disclose this to you, our Privacy Notice includes the following:

  • What data we collect from you.

  • How and why we process it.

  • Who we share it with and why.

We adopt the six core principles of data protection which are:

  1. Lawfulness, fairness and transparency - we process personal data lawfully, fairly and in a transparent manner in relation to you, the data subject.

  2. Purpose limitation - we only collect personal data for a specific, explicit and legitimate purpose. We clearly state what this purpose is in this Privacy Notice, and we only collect data for as long as necessary to complete that purpose.

  3. Data minimisation - we ensure that personal data we process is adequate, relevant and limited to what is necessary in relation to the processing purpose.

  4. Accuracy - we take every reasonable step to update or remove data that is inaccurate or incomplete. You have the right to request that we erase or rectify erroneous data that relates to you, and we will complete this task as soon as possible but guarantee to do so within a month.

  5. Storage limitation - we delete personal data when we no longer need it. Whilst the timescales in most cases aren't set, we outline our retention strategy within this Privacy Notice.

  6. Integrity and confidentiality - we keep personal data safe and protected against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

 

Collection of your Personal Data

We collect your personal information via disclosure directly from you or your parent or guardian. This might be via our website, via our booking system, telephone or face to face engagement.

 

Categories and Type of Personal Data Collected and processed.

We collect contact details from you including:

  • Name

  • Address

  • Telephone number(s)

  • email addresses

  • Date of Birth

In addition to this contact information we collect clinical data including:

  • Current and past relevant health and medication information.

  • Examination results including retinal images.

  • Relevant lifestyle information such as pastimes or work impacting on eye care.

Finally, we collect financial information where appropriate including:

  • Payment card details via EPOS.

  • Banking details for direct debit mandates.

We treat all personal data as sensitive but acknowledge that we also process special category data.

 

Child Data

Article 8 of the GDPR and Article 9 of the UK Data Protection Act 2018 specify how we are permitted to process data relating to children under 16 (For the UK this is under 13). Given our industry we comply with this requirement by permitting parents or guardians to make appointments for children and to provide us with their own contact details to use on behalf of the children. On the appointment confirmation we offer a statement of understanding which confirms that the recipient is indeed a parent or guardian of the child.

Reason for Data collection and processing activities.

Contact information is captured to enable us to contact you through various communication channels on matters directly related to your treatment. This could include appointment reminders, results, check up reminders and any other information which is felt to be crucial to your eye care including offers from us about our services.

Clinical data is collected as an essential means of providing you with the service which you require and without collecting this information our service could not be delivered.

Payment information is collected to facilitate the payment of our services.

 

Sharing of Personal Data

During the delivery of our service to you, we will share your data with other companies who are critical for the provision of our service to you and will be viewed as Data Processors. They are under contract with us and have provided sufficient guarantees that they will process your data only as per the terms of that contract and throughout processing activities will ensure your data is protected using appropriate technical and organisation measures.

A full list of processors is available from our Data Protection Officer but includes Optix Software Limited (Our business software provider), lens manufacturers, frame manufacturers, contact lens manufacturers and payment processors.

We may also need to share your data with other health care providers, such as the NHS, where this is needed to ensure you receive appropriate treatment and care.

Securing and Processing of your Personal Data

Your data is stored mainly within our software system provided by Optix Business Software Limited. They hold ISO 27001 and as part of our own due diligence our Data Protection Officer has reviewed security processes in place including the results of penetration testing undertaken.

Your data is also stored within local devices secured using passwords and user authentication. All branches offer a high level of physical security and operational rigour to ensure data and the devices on which that data resides, are protected.

 

In the unlikely event that we lose your data, or a device on which your data resides, or it is accessed by someone unauthorised, we have a duty to inform you immediately. If the loss or unauthorised access of your data has potential to cause you harm, we will also report this to the Information Commissioners Office; who are responsible for regulating data protection legislation in the UK.

https://ico.org.uk/

 

Our legal basis for processing your personal data?

We are required to identify one of six possible legal grounds for processing. These are:

  • consent

  • contract

  • legitimate interests

  • vital interests

  • public task

  • legal obligation

 

As all of our processing activities are crucial to the provision of the service which we enter into a contract with you to provide, we process your data based on that contractual relationship.

 

We could also process your data under our legitimate interests as all processing activities are essential for the provision of our service to you.

 

Where special category of data is processed, we do so Article 9 (2) h – processing is necessary for…the provision of health or social care.

 

How long do we keep your personal data for?

We process three categories of personal data and retain this data for different periods of time.

 

Contact information is retained as long as the data subject is a customer of ours. Where the data subject has not used our services recently, and in the absence of a direct data subject request, we hold contact information for a period of 10 years from the last appointment.

 

Based on the guidance of the Association of Optometrists (AOP) and College of Optometrists, the clinical data we process is held for a period of 10 years.

 

Payment information is held by us only as long as is necessary to process the payment or to set up the direct debit mandate.

Your rights in relation to personal data

Under the GDPR, you have rights to access and control your personal data. These rights include:

  • access to personal information

  • correction and deletion

  • withdrawal of consent (if processing data on condition of consent)

  • data portability

  • restriction of processing and objection

  • lodging a complaint with the Information Commissioner’s Office

 

You can exercise your rights by emailing our Data Protection Officer on: andrewjelleyopticiansDPO@clinicaldpo.com

 

If you are unhappy with anything we have done with your data, you have the right to complain to the Information Commissioners Office.

To make a complaint to the Information Commissioners Office use the link below or call their hotline on Tel No.: 0303 123 1113.    

https://ico.org.uk/concerns/ 

 

Use of cookies and other technologies

A cookie is a small text file containing information that a web site transfers to your computer's hard disk for record-keeping purposes. A cookie cannot give us access to your computer or to your personal information. Most web browsers automatically accept cookies; consult your browser's manual or online help if you want information on restricting or disabling the browser's handling of cookies. If you disable cookies, you can still view the information on our web site, but the functionality of certain areas may be reduced.

How to contact us?

For all data protection matters or questions relating to how we manage your data, you can contact our Data Protection Officer via these means:

 

Data Protection Officer:                    Clinical DPO.

Phone Number                                 0203 411 2848

Email:                                                andrewjelleyopticiansDPO@clinicaldpo.com

Collection of your Personal Information:
In addition to your basic contact information (name, date of birth, telephone numbers and your addresses) we will collect other relevant details including current and past health and medication information, your examination results, payment details and lifestyle information. We may also store associated information received from other health care professionals as part of your ongoing care.

 

How we use this information:
The information we collect about you is used to ensure we provide you with the best and most appropriate products and services. In addition to your ongoing eye care, we will remind you when appointments are due and suggest relevant products or services that we believe would be of interest. We use your contact information to respond to queries from you, and where appropriate your bank details to collect Direct Debit payments as agreed. We may occasionally contact you to ask for your feedback on services we have provided and to offer the opportunity to trial new products.

 

Our policy on storage, processing and retention of your information.
To provision and manage our services, your data is stored and processed by Optix Software Ltd within their UK facilities that are certified to ISO27001. If we collect Direct Debits from you these payments will be processed by Eyecare Payments Ltd. Any third-party company is only permitted to process your data for the specified purposes and in accordance with our instructions.

We retain your information for as long as reasonably necessary to provide our products and services and to maintain records to satisfy tax and other legal requirements.

 

How and when we may share your Personal Information:
Where necessary we may disclose your information to health care professionals including the NHS. We may also pass information to external agencies and organisations, including the police, for the prevention and detection of fraud and criminal activity. Should any claim be made, we may pass your personal information to our insurers and if our business is wholly or partially transferred to a third party, your personal information may be one of the transferred assets.

 

Your rights with respect to the Personal Information we hold:
You are entitled to access the personal information that we hold on you; any such request should be made using our contact details below. If any data we hold is inaccurate, this will be corrected promptly on request. In certain circumstances you can request that we erase your data which we will do where this would not prevent us meeting our legal and regulatory obligations.

 

Updating your communication preferences:
You may ask that we do not send you communications using any of the contact details we hold on our records, this may include your email, SMS, telephone and postal information. You may also request we restrict our communications to clinically necessary messages. Your personal preferences can be changed at any time by using the link at the end of every email and SMS message we send or by using our contact details below.

 

Use of Cookies:
A cookie is a small text file containing information that a web site transfers to your computer's hard disk for record-keeping purposes. A cookie cannot give us access to your computer or to your personal information. Most web browsers automatically accept cookies; consult your browser's manual or online help if you want information on restricting or disabling the browser's handling of cookies. If you disable cookies, you can still view the information on our web site, but the functionality of certain areas may be reduced.

 

Privacy Policy Updates:
We reserve our right to make any changes and updates to this privacy policy without giving you notice as and when we need to. Our most up to date privacy policy is always available on our website.

 

Contacting us:
You can reach Andrew Jelley Opticians by email: reception@ajopticians.co.uk or by telephone: 01885 488259

Copyright

 

Material available through this publication scheme is copyright unless indicated. Unless expressly indicated to the contrary, it may be reproduced free of charge in any format or medium, provided it is done so accurately in a manner that will not mislead. Where items are re-published or copied to others, you must identify the source and acknowledge copyright status. This permit does not extend to third party material, accessed through the scheme. For HMSO Guidance notes see www.hmso.gov.uk/guides.htm

 

Privacy Statement

 

We hold various pieces of information about you including your name and address, and clinical details such as the state of health of your eyes, your spectacle and/or contact lens prescription, and copies of any letters we have written about you or received from other professionals, such as your doctor.

 

We adhere to the guidelines of the College of Optometrists and the Data Protection Act and will not pass any of your personal information to a third party without your consent unless there is a clear public interest duty to do so.

 

If you are an NHS patient, we are obliged to provide your record to authorised persons within the NHS (who are in turn subject to a duty of confidentiality) if they request this. This is usually to confirm that we have provided the NHS services that we have been paid for, and to improve quality of care. It is also possible that the NHS may contact you to ask if you have received services (such as a sight test or spectacles) as part of this monitoring.

Within the practice we may use the information to analyse trends, or to audit our performance. This enables us to monitor and improve the quality of care that we offer you. Wherever possible (i.e. if we do not need to know who an individual patient is) we will only analyse trends from anonymised information.

 

If you have any queries about this please contact us and we will be happy to help.

 

Chaperone Policy

 

Andrew Jelley Opticians are committed to providing a safe, comfortable environment where patients and staff can be confident that best practice is being followed at all times and the safety of everyone is of a paramount importance.

 

This chaperone policy adheres to local and to national guidance and policy as laid out in the guidance and advice published by the College of Optometrists and the Association of British Dispensing Opticians.

 

Patients are welcome to bring a chaperone to accompany them into the consulting room.

All our practitioners and staff are aware of, and have recieved appropriate information in relation to, this policy.

 

Our practitioners and staff will:


1. Explain procedures to the patient as necessary and respond to their questions.


2. Comply with any request from a patient not to carry out any procedure, although 
this may require the sight test to be terminated.


3. When examining a child or vulnerable adult, allow any request for a parent or carer 
to accompany the patient in the consulting room unless it is contrary to the
declared wishes of a “Gillick competent” child.


4. Maintain an open-access policy – i.e. a policy which means that colleagues are able 
to simply knock and enter the consulting room at any time without having to wait to 
be invited in after knocking;


5. Where it is thought appropriate, keep the consulting room door ajar to enable the 
parent or carer to hear the consultation if they are not in the consulting room.


6. Explain what they are doing during the examination, the outcome when it is
complete and what they propose to do next. Keep discussion relevant and avoid 
personal comments.


7. Record any other relevant issues or concerns immediately following the
consultation.

 

Thank you for taking the time to read through this information.