Data privacy and clinical confidentiality

HOW WE USE INFORMATION
Berlin Genetics collects and processes personal information, including health information, family medical history, and genetic test results, to provide genetic counselling and hereditary cancer risk assessment services. This includes responding to enquiries, arranging appointments, assessing genetic risk, facilitating genetic testing, interpreting results, preparing reports and summary letters, communicating with healthcare professionals involved in your care, managing billing, maintaining clinical records, and meeting legal, professional, and regulatory obligations.

LEGAL BASIS FOR PROCESSING YOUR INFORMATION
UK data protection law allows Berlin Genetics to collect and use your personal information in order to provide genetic counselling and related healthcare services.

This includes:

Article 6(1)(b) UK GDPR - to provide services that you have requested.

Article 6(1)(f) UK GDPR - to run our practice safely, effectively, and in the interests of our patients.

Article 9(2)(h) UK GDPR - to collect and use health, genetic, and family history information where this is necessary to provide healthcare and genetic counselling services.

CANRISK AND MYCANRISK
Berlin Genetics may use CanRisk and MyCanRisk, secure platforms developed by the University of Cambridge, to support hereditary cancer risk assessment. These tools help collect and analyse health, family history, and genetic information to inform your care. Information is processed in accordance with data protection requirements and professional confidentiality obligations. Further information is available on the CanRisk website, the CanRisk Privacy Policy, and MyCanRisk.

JNETICS
Where services are delivered through a Jnetics service or pathway, information may be received from or shared with Jnetics to support the pathway, patient care and administration. Berlin Genetics and Jnetics may each act as independent data controllers in respect of information they separately control.

NONACUS AND OTHER LABORATORIES
Berlin Genetics does not perform laboratory analysis. Testing may be undertaken by accredited laboratories including Nonacus or other appropriately selected providers. Relevant information may be shared with laboratories to facilitate testing, validate samples, analyse results and provide reports.

MICROSOFT
Berlin Genetics uses Microsoft Business services including Outlook, Teams, OneDrive and SharePoint. These systems may be used for communication, consultation administration, secure storage, document management and business continuity. Appropriate security controls such as multi-factor authentication and access restrictions are implemented.

 

VIDEO CONSULTATIONS
Remote consultations may be conducted via Microsoft Teams. Patients are encouraged to participate from an appropriate private location. We take reasonable steps to maintain confidentiality and secure communications.

EMAIL COMMUNICATION
Although email is convenient, no method of electronic communication can be guaranteed to be completely secure. Where practical, we minimise the amount of sensitive information sent by email, carefully verify recipient details, and use encrypted communication systems when appropriate.

SECURE EMAIL
Berlin Genetics uses Mailock to send confidential information securely by email. Mailock uses encryption and recipient verification to help protect sensitive information and ensure that communications are accessible only to the intended recipient. Further information is available on the Mailock website and in the Mailock Security and Compliance Information.

WEBSITE COOKIES
Our website may use essential cookies required for website operation and security. We may also use analytical technologies and functionality cookies where appropriate consent has been obtained.

ANALYTICS
Analytics tools may be used to understand visitor behaviour, improve website usability and measure website performance. Information collected through analytics is typically aggregated and used to guide service improvements.

INFORMATION SHARING
Information is shared only when there is a legitimate reason to do so. Recipients may include laboratories, healthcare professionals, Jnetics, IT providers, accountants, legal advisers, insurers, regulators or public authorities where legally required.

DATA SECURITY
Berlin Genetics uses reasonable technical and organisational measures to protect information. These may include encryption, device security, password controls, restricted access permissions, staff confidentiality obligations, secure cloud services, monitoring procedures and continuity arrangements.

DATA RETENTION
Clinical records will generally be retained for at least eight years following the conclusion of care. Certain information may be retained longer where required for legal, regulatory, insurance or professional reasons.

YOUR RIGHTS
Individuals may have rights including access, correction, restriction, portability, objection and the right to complain to the Information Commissioner's Office.

AUTOMATED DECISION MAKING
Berlin Genetics does not make significant clinical decisions solely using automated systems. Clinical judgement and professional review remain central.