I am committed to protecting your personal information and this privacy notice relates to my use of your personal information collected from you either in person, by letter, e-mail or over the telephone. It also relates to information about you that is shared with me from someone else
I collect and process data because I have a legal obligation to do so and I ensure that it is adequate, relevant and limited to what is necessary to provide a physiotherapy service to you.
I collect and process information about you when you email me, or we have an online consultation, telephone call, or in person appointment. At the point of booking I will ask you for personal data: Name, date of birth, phone number and e-mail address. The basis for this request for data is so that I can contact you about any changes to that booking, and to send you any relevant forms.
At your appointment (either online or in clinic) I may ask for information regarding: General health, previous health issues, detailed information regarding the condition you are seeking advice about, activities you undertake, employment, medication you take. I will also record the findings of any physical examinations (online and in person) and I will continue to keep a record of your treatments each time you attend the clinic or have an online consultation. The lawful basis for this is the legal obligation I have to fulfil documentation criteria to meet professional standards.
I use an electronic diary, and a clinical notes package called Cliniko. I use this to store booking information and online forms. Some other clinical information may also be stored in this way.
The rest of your clinical notes will be in paper form, stored in a locked cupboard in a locked room. I will use this information to provide a legal and clinical record of any treatment or advice I provide, and provide continuity of care.
I will also use this information if I need to contact you regarding monitoring your progress or making changes to appointments.
Online consultations are conducted via either the Zoom online meetings platform or through the telehealth service provided by Cliniko. Online consultations will not be recorded, and during them I will be alone in the room I am working in and the door will be shut.
I will not be sending you any marketing material.
Sometime, but only when you give specific permission for me to do so, I may use this information to liaise with other professionals working with you. This will only happen with your express permission.
Some anonymised data may be used for research purposes, but only when you have given your express permission for this.
All reasonable steps are taken to ensure that your information is correct and kept up to date. It is your responsibility to inform me if any personal information changes, in order to make sure these records are accurate.
I will keep your personal data for no longer than reasonably necessary. I have a legal obligation to retain records for 8 years after the conclusion of treatment. I may retain records for longer if you return for another episode of care within 8 years, or when you have given express permission for me to use the information for research purposes.
You are under no statutory or contractual requirement or obligation to provide me with your personal data but failure to do so may mean I am unable to offer you physiotherapy services.
You are entitled to request a copy of the personal information I hold about you and to have any discrepancies rectified if appropriate. If you believe that any information I am holding about you is incorrect or incomplete, please email me and I will promptly correct any information where legally possible.
You are entitled to request that I transfer your data directly to another controller or to request that your personal data is erased where it is no longer necessary to retain it.
I will not sell, distribute or lease your personal information to third parties. I will only share your personal information when I have your express permission or are required by law to do so.