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 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 date of birth
your telephone number, either landline or mobile or both
your e-mail address
your General Practitioner
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.
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 we use this information
We use paper records for our patient information forms, assessment & treatment notes. These records are stored in locked filing cabinets.
We use an electronic booking and financial system that is hosted by a third party (Cliniko).
We use this information;
1. To provide a legal record of any treatment or advice we provide.
2. To ensure continuity of care.
3. To contact you regarding your ongoing treatment including sending exercises by e-mail
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.
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 if any personal information changes.
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 do we protect your information
We take organisational and technical security measures to protect the information against unauthorised disclosure or unlawful processing.
You have a number of rights in relation to your personal information. While some of these rights apply generally, certain rights apply only in certain limited cases. I describe these rights below:
Access. You have the right to access and receive a copy of the personal information I hold about you by contacting me using the contact information below.
Change, restrict, delete. You may also have rights to change, restrict my use of, or delete your personal information. In the case of health records these are normally exempt from change and deletion requests.
Object. You can object to (i) my processing of some of your information based on my legitimate interests and (ii) receiving marketing messages from me after providing your express consent to receive them. In such cases, I will delete your personal information unless I have compelling and legitimate grounds to continue using that information or if it is needed for legal reasons.
Complain. If you wish to raise a concern about my use of your information (and without prejudice to any other rights you may have), you have the right to do so with the Information Commissioner www.ico.org.uk
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.
Business transfers. If I sell or merge my business, I may disclose your information as part of that transaction, only to the extent permitted by law and with your consent.
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
JW Physiotherapy & Sports Injury clinics
27 High Street