In providing your care treatment, we will ask for information about you and your health. Occasionally, we may receive information from other providers who have been involved in providing your care. This privacy notice describes the type of personal information we hold, why we hold it and what we do with it.
Information that we collect
We may collect the following information about you:
- Personal details such as your name, date of birth, address, telephone number, Private healthcare Insurer membership number and email address.
- Information about your general health, including
- Clinical records made by therapists involved with your care and treatment
- X-rays, clinical photographs, biomechanical videos and Medical histories
- Treatment plans and consent
- Dates of your appointments
- Details of any complaints you have made and how these complaints were dealt with
- Correspondence with other health professionals or institutions
- Details of the fees we have charged, the amounts you have paid and some payment details
The Practice Owner is responsible for keeping secure the information about you that we hold.
Our data protection officer, Hildegard Carruthers, ensures that the practice complies with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly.
Those at the practice who have access to your information include therapists involved with your care and treatment, and the reception staff responsible for the management and administration of the practice.
How we use your information
To provide you with the care and treatment that you need, we are required to update and hold accurate information about you.
We will seek your preference for how we contact you about your care. Our usual methods are telephone, email or letter.
Your information is normally used only by those working at the practice but there may be instances where we need to share it – for example, with:
- Your doctor
- Your consultant or other health professionals caring for you
- Private Health Insurance company schemes of which you are a member.
We will only disclose your information with your prior written consent.
In certain circumstances or if required by law, we may need to disclose your information to a third party not connected with your health care, including HMRC or other law enforcement or government agencies.
Keeping your information safe
We store your personal information securely on our practice computer system and in our paper filing system. Your information cannot be accessed by those who do not work at the practice; only those working at the practice have access to your information. They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this.
We take precautions to ensure security of the practice premises, the practice filing systems and computers
INFORMATION ON A PRACTICE COMPUTER: We use high-quality specialist software to record and use your personal information safely and effectively. Our computer system has a secure audit trail and your information routinely.
CLOUD COMPUTING FOR PROCESSING OR STORAGE: We use cloud computing facilities for storing some of your information. The practice has a rigorous agreement with our provider to ensure that we meet the obligations described in this policy and that we keep your information securely.
We keep your records for 10 years after the date of your last visit to the Practice or until you reach the age of 25 years, whichever is the longer. If treated during pregnancy records will be kept for 25 years.
Access to your information and other rights
You have a right to access the information that we hold about you and to receive a copy. You should submit your request to the practice in writing or by email. We do not usually charge you for copies of your information; if we pass on a charge, we will explain the reasons.
You can also request us to:
- Correct any information that you believe is inaccurate or incomplete. If we have disclosed that information to a third party, we will let them know about the change
- Erase information we hold although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your treatment)
- Stop using your information – for example, sending you reminders for appointments or information about our service.
If you do not agree
If you do not wish us to use your personal information as described, you should discuss the matter with your therapist.
If you have any concerns about how we use your information and you do not feel able to discuss it with your therapist or anyone at the practice, you should contact The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (0303 123 1113 or 01625 545745).