Locality Physio Privacy Notice

 

Contact details:

Organisation name: Locality Physio

Lead contact name: Joanne Walton, BSc (Hons) Physiotherapy.

Address: 97 Ashbourne Road, Cowers Lane, Belper, Derbyshire DE56 2LF

Phone Number: 07855630103

E-mail: jo@localityphysio.co.uk

Webpage: www.localityphysio.co.uk

 

The type of information we hold:

We currently collect and process the following information about you:

  • Personal identifiers, contact information and characteristics - this includes your name, date of birth, address, contact details and ethnic data.

  • Your personal health information, including details of your Locality Physio assessment and treatment.

  • Information about other people or organisations central to your health or care, including your doctor (GP), family or professional carers and/or other healthcare providers directly involved in delivering health or social care to you.

 

How we get the information and why we have it:

Most of the personal information we process is provided directly by you for the following reasons:

  • Delivery of healthcare related services: Physiotherapy

 

We also receive personal information indirectly, from the following sources in the following scenarios:

  • Information from other people or organisations central to your health or care, including your doctor (GP), family or professional carers and/or other healthcare providers directly involved in delivering health or social care to you.

  • This information is only gathered when considered appropriate to do so in order to provide the best quality advice and physiotherapy treatment for you and will be agreed with you before gathering the information.

  • Physiotherapists and other healthcare providers have a professional duty to share information directly related to a patient’s health and wellbeing.

  • You have a right to refuse the sharing of information, however, this may have an impact on the ability of Locality Physio or your other healthcare providers to deliver appropriate treatment or intervention for you.

  • Healthcare professionals have a professional and legal duty to share information where there is a genuine safeguarding concern regarding the care of a child or the care of a vulnerable adult who lacks mental capacity to consent. Under these circumstances’ information will be shared with the Local Authority Safeguarding team (and other relevant services as appropriate e.g. the police or their GP) in that person’s best interest.

  • The Locality Physio website, email address and phone number are hosted by third party providers Wix.com, Google and O2 respectively. The privacy and security of your personal information generated by accessing the website (including use of cookies), use of the “contact form”, contacting by email, leaving voicemail or sending text messages, are covered by the privacy notices and terms of use of these providers. Please contact Locality Physio using the above contact details if you require further information. Locality Physio advise not to include personal information of a sensitive nature when using the online contact form, contacting via email, text message or leaving voicemail messages.

 

Under the General Data Protection Regulation (GDPR), organisations must have a lawful basis for processing data. Health related information is classified as “special category data” which also requires organisations to meet “special category conditions” when processing this information.

The lawful bases we rely on for processing your information are:

  • We have a contractual obligation: Locality Physio have a contract with you to provide physiotherapy services and need to process your personal information, including special category data regarding your health, in order to deliver appropriate treatment and advice.

  • We have a legal obligation: Physiotherapists have a professional and legal obligation to keep an accurate record of their interaction with patients, which form part of a patient’s overall healthcare record (considered a legal document). This is a requirement of registration with the Health and Care Professions Council and applies to independent private practitioners, including Locality Physio, not just NHS organisations.

  • We have a legitimate interest: Locality Physio would like to use your personal information for direct marketing regarding products or services provided by Locality Physio that may be of interest to you. You have a right to refuse processing of your information for marketing purposes.

 

The special category conditions we meet (as listed in Article 9(2) of the GDPR) are:

  • “(h) processing is necessary for … the provision of health or social care or treatment … or pursuant to contract with a health professional and subject to the conditions and safeguards referred to in paragraph 3” (Ref: Information Commissioner’s Office [online] 2019 / For organisations / Guide to Data Protection / Guide to the General Data Protection Regulation (GDPR) / Lawful basis for processing / Special category data)

 

What we do with the information we have:

We use the information that you have given us in order to:

  • Provide the best quality advice and physiotherapy intervention for you.

  • Provide direct marketing to you regarding products or services provided by Locality Physio – this will always be discussed and agreed with you.

  • You have a right to refuse marketing information at any time - please let us know via the above contact details.

  • Locality Physio will never share or sell your information to third parties for marketing purposes.

 

We may share your information with:

  • Other people or organisations central to your health or care, including your doctor (GP), family or professional carers and/or other healthcare providers directly involved in delivering health or social care to you.

  • Physiotherapists and other healthcare providers have a professional duty to share information directly related to a patient’s health and wellbeing.

  • A routine discharge letter will be sent to your GP once your treatment has finished. Please let us know if you do not want this letter to be sent.

  • You have a right to refuse the sharing of information, however, this may have an impact on the ability of Locality Physio or your other healthcare providers to deliver appropriate treatment or intervention for you.

  • Healthcare professionals have a professional and legal duty to share information where there is a genuine safeguarding concern regarding the care of a child or the care of a vulnerable adult who lacks mental capacity to consent. Under these circumstances’ information will be shared with the Local Authority Safeguarding team (and other relevant services as appropriate e.g. the police or their GP) in that person’s best interest.

 

How we store your information:

Locality Physio pledge to keep your information secure and in the strictest confidence, in accordance with the Data Protection Act 2018 and the code of professional values as stipulated by the Health and Care Professions Council.

  • Information is recorded on paper during your Locality Physio appointments. This is transcribed to an electronic record within 24 hours.

  • The electronic record (and separate back-up) is stored using an encrypted external hard drive(s), kept securely at the address detailed above.

  • Paper records are stored securely at the address detailed above and destroyed immediately once no-longer required.

  • The Data Protection Act 2018 stipulates that all healthcare records of adults must be kept for a minimum of 8 years from the date of last treatment – some records have to be kept for longer depending on the circumstances of the patient being treated.

  • After the minimum of 8 years has passed, the electronic record including back up will be permanently deleted from the external hard drive(s).

  • Patients and organisations that have given their consent to being listed on Locality Physio’s marketing database will have their name and contact details stored electronically using an encrypted external hard drive, stored at the address detailed above.

  • Individuals and organisations have a right to be removed from all or part of the marketing database at any time, by contacting Locality Physio using the above contact details, whereby their information will be permanently deleted from the database and any back-up copies.

  • The Locality Physio website, email address and phone number are hosted by third party providers Wix.com, Google and O2 respectively. The privacy and security of your personal information generated by accessing the website (including use of cookies), use of the “contact form”, contacting by email, leaving voicemail or sending text messages, are covered by the privacy notices and terms of use of these providers. Please contact Locality Physio using the above contact details if you require further information. Locality Physio advise not to include personal information of a sensitive nature when using the online contact form, contacting via email, text message or leaving voicemail messages.

 

Your data protection rights:

Under data protection law, you have rights including:

  • Your right of access: You have the right to ask us for copies of your personal information.

Requests for copies of your health record must be made in writing and sent to the address above – we should action this request within 40 days.

Requests from third parties (e.g. a family member or a solicitor) require the express written consent of the patient, unless directed by a court order, or where the patient does not have the mental capacity to give consent. A person with Power of Attorney for Health and Welfare may make a request on behalf of a patient who does not have the mental capacity to consent.

  • Your right to rectification: You have the right to ask us to rectify (change) information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

  • Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.

  • Your right to restriction of processing: You have the right to ask us to restrict the processing of your information in certain circumstances.

  • Your right to object to processing: You have the the right to object to the processing of your personal data in certain circumstances.

  • Your right to data portability: You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

 

Please note that the above rights may not be able to be met where they conflict with the professional and legal obligations on Locality Physio to keep an accurate record of our interactions with you as our patient, or to store records securely for a minimum time period of 8 years.

Please contact us using the above details if you wish to make a request. If you make a request, we have one month to respond to you.

 

 

How to complain:

If you are not happy about the way in which your information is collected, processed, stored or shared, in the first instance, please contact Locality Physio using the above contact details so that we can answer your questions and rectify any concerns you may have.

 

If you are still unhappy with how we have used your data, you may also complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

ICO Helpline number: 0303 123 1113

https://ico.org.uk

 

 

If you wish to make a complaint about an individual physiotherapist’s conduct, you may contact the Health and Care Professions Council:

https://www.hcpc-uk.org/concerns/

Tel. Freephone: 0800 328 4218                  Email: ftp@hcpc-uk.org

For further information regarding the physiotherapy profession, please contact the Chartered Society of Physiotherapy:

https://www.csp.org.uk/          

Tel. 0207 306 666                                      Email: enquiries@csp.org.uk

October 2019 Copyright Locality Physio

Location

Contact: 

Based between Belper and Ashbourne, Locality Physio are ideally placed to meet the needs of patients within the Amber Valley and Derbyshire Dales regions, including Duffield, Belper, Crich, Wirksworth and Ashbourne.

07855630103

jo@localityphysio.co.uk

Contact online

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