Privacy & Data Protection Policy

At Side by Side Cancer Support Services, your privacy is of the utmost importance. As a Specialist Nurse, I am committed to protecting your personal and health information with the highest level of professional integrity. This policy outlines how Side by Side Cancer Support Services Ltd collects, uses, and protects your data in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

The Data Controller for this service is Rachel Mugnai, Director of Side by Side Cancer Support Services Ltd.

• ICO Registration Number: ZB435659
• Contact Email: rlmugnai@sidebysideconsultancy.co.uk

To provide you with specialist nursing support, I process data under the following legal bases:

• Contract: To fulfill the services you have requested and purchased.
• Health and Social Care (Article 9(2)(h)): This allows me to process "Special Category Data" (health records) as part of providing healthcare consultancy and management.

• Personal Information: Name, address, date of birth, and contact details.
• Clinical Information: Medical history, diagnosis, treatment plans, medication details, and clinical session notes.
• Technical Information: Cookies and usage data via our website to improve your user experience.

I use secure, industry-standard third-party providers to manage your information:

• Clinical Records (Halaxy): All health-related notes are stored in Halaxy, a secure practice management system that uses high-level encryption.
• Marketing & Newsletters (MailerLite): If you opt-in, your name and email are stored here. No clinical or health data is ever stored on this platform.
• Email & Documents (Google Workspace): Professional correspondence is managed via a secure business account with two-factor authentication (2FA).

In line with UK medical record-keeping standards and nursing professional guidelines, clinical records are typically retained for 8 years following the conclusion of our service. After this period, records are securely destroyed. Marketing data is kept until you choose to "Unsubscribe."

You have the right to:

• Request a copy of the data I hold about you.
• Ask for inaccuracies to be corrected.
• Request that your data be deleted (subject to legal/medical retention requirements).
• Withdraw consent for marketing at any time.

Data may occasionally be processed outside the UK/EEA by our service providers (e.g., Google). I ensure these providers meet strict data protection standards (Standard Contractual Clauses) to keep your information safe.

If you have concerns about your data, please contact me at the email address above. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.