1. Introduction

Because KClinics Group Limited respects your confidence, it is dedicated to maintaining openness about how processed personal information, including call recording. This policy describes the reasons for call recording, how your data is stored and used, your rights regarding these recordings, and how to exercise your rights.

We guarantee that all calls are recorded and processed in compliance with the General Data Protection Regulation (GDPR) and applicable UK legislation. 

2. Why are calls recorded?

The purpose of call recording is to provide a record of incoming and outgoing calls which can:

• Identify practice staff training needs
• Protect practice staff from nuisance or abusive calls
• Establish facts relating to incoming/outgoing calls made (e.g. disputes)
• Identify any issues in practice processes with a view to improving them
• Support clinicians with a record of telephone consultations in the event of complaint / medico-legal dispute.

3. Legal Basis for Data Processing

The processing of your personal data through call recording is based on the following grounds:

• Legitimate interests: We want to guarantee personnel training, service quality, and conflict resolution.
• Performance of a contract: The necessity to process data to provide you with services in accordance with agreements.
• Compliance with legal obligations: Adhering to legal requirements for data storage and processing.

4.Data Storage and Security

We keep call recordings for as long as is required to achieve the purposes outlined above but no longer than permitted by law. The confidentiality and integrity of recordings are guaranteed by their storage in restricted-access, secure systems.

5. Data Sharing with Third Parties

We do not share call recordings with third parties unless required by law or necessary to protect our legitimate interests (e.g., in the case of legal proceedings).

6. Your Rights

Under applicable data protection legislation, you have the following rights:

Right of access: Find out if your personal information is being processed and have access to it.

Right to rectification: Request corrections to inaccurate or incomplete data.

Right to erasure: In some situations, you can ask for the data to be deleted.

Right to limit processing: Request the limitation of data processing under certain conditions.

Right to data portability: Receive your data in a structured, commonly used format and transfer it to another controller.

Right to object: You have the right to protest how your data is being used for legitimate purposes.

Right to withdraw consent: Withdraw your consent for data processing at any time, where processing is based on consent.

7. Transparency

We ensure that all clients are informed about the call recording policy through:

• Every call starts with an announcement.
• webpage notifications.
• informational resources in the clinic.
• Integration of this information into contractual documentation.

8. Company Responsibilities

KClinics Group Limited undertakes the following commitments:

• Ensuring the confidentiality of all recorded data.
• removing recordings after the allotted time, unless there are valid reasons to keep them longer.
• granting prompt access to recordings to clients upon request.
• quickly notifying customers of any modifications to the call recording policy.

9. How to File a Complaint

If you have concerns or complaints about call recording, you can:

Contact our Data Protection Officer via email at info@kclinics.co.uk.

Submit a complaint to the Information Commissioner’s Office (ICO) if the issue is not resolved.

10. Contact Information

If you have questions or wish to exercise your rights, please contact us:

Email: info@kclinics.co.uk

Phone: 075 00 075 775

Address: 25 Newmarket Way, Hornchurch, England, RM12 6DR