We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
‘Personal information’ means any information that can identify you. ‘We’, ‘our’ and ‘the clinic’ means the Physioplus clinic.
What information we collect and when
We collect and process information when you telephone the clinic to make an enquiry or appointment, when you email us, when you access us via our website or a social media platform or if you visit the clinic in person.
We may also receive your information from a third party, such as a medical insurance company, an intermediary company or referral from a GP/consultant/other health professional. At the point of enquiry or booking we may ask you for:
• Your name
• Your date of birth
• Your address
• Your telephone number - landline or mobile or both
• Your e-mail address
At your appointment at the clinic, we will ask for information regarding your general health, your previous health and information regarding the condition you are seeing help about. We will also ask for information regarding any activities you undertake, your employment and any medication you take. We will also record the findings of a physical examination.
How we use this information
We collect and process data because we have a legal obligation to do so and it is adequate, relevant and limited to what is necessary to be able to conduct our business. It is in our legitimate interests as a Physiotherapy clinic to use your personal information to operate and to improve our business. We use this information;
1. To provide a legal record of any treatment or advice we provide.
2. To ensure continuity of care.
4. To contact you if new information or treatments become available that may be of benefit to you.
5. We may pass information with your permission to other medical professionals who may be involved in your care; this may include GPs, consultants, occupational health departments, other Health and Care Professions, medical insurance companies or intermediary companies. This will be with your consent only.
6. We may use your information for quality feedback purposes.
7. We may use your information for audit purposes. We do not pass on your information for commercial purposes. We take all reasonable steps to ensure that our information is kept up to date and rectified if necessary. It is also your responsibility to inform us of any personal information changes.
We also use analytical and statistical tools that monitor details of your visits to our website and the resources that you access, including, but not limited to, traffic data, location data and other communication data (but this data will not identify you personally). How long do we keep personal information We have a legal obligation to retain records for 8 years after the conclusion of treatment. If the record relates to a child or young person, the records must be kept until the person’s 25th birthday or 8 years after death. We may retain electronic information indefinitely for use should you return for another episode of care and for analytical purposes.
How we protect your information
We take organisational and technical security measures to protect the information against unauthorised disclosure or unlawful processing. We use paper records for our patient information forms, assessment & treatment notes. These records are stored in locked filing cabinets.
As a data subject, you have the right to make a subject access request.
There is no fee for this request.
The request must be in writing and must contain the following:
• Your name and postal address.
• Details of your request.
You must also provide:
• A photocopy of your passport or driving licence, so that we can verify your identity.
• If you are applying on behalf of another person then signed authority from the individual is required.
Please send your request to the address at the bottom of this policy.
Please note that your right to be forgotten cannot override our legal requirement to keep medical notes for the mandatory period.
Disclosure of your information We may pass information with your permission to other medical professionals who may be involved in your care; this may include GPs, consultants, occupational health departments, other Health and Care Professions, medical insurance companies or intermediary companies. This information may be passed on in the form of a written letter which is given to you - if this is the case, the letter becomes your responsibility and the protection of its contents is your responsibility. If the information is passed electronically by email, it will be password protected and we will take all reasonable precautions to transmit the information securely.
The transmission of information via the Internet or email is not completely secure. Although we do our best to protect your personal data, we cannot guarantee the security of data while you are transmitting it to our site; any such transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.
Third party links
You might find links to third party websites on our website. These websites should have their own privacy policies, which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.
All changes will be notified on our website.
T: 07968 336699