PRIVACY POLICY
Physio in the Forest's approach to your privacy
The privacy and security of your personal information is very important to me. I want to assure you that your information will be properly managed whilst in my hands.
The collection and storage of personal information
In accordance with the General Data Protection Regulation (GDPR) 2018, which regulates how personal information is collected, stored and shared, Physio in the Forest is registered with the Information Commissioners Office (ICO). Physio in the Forest is responsible for the handling and processing of all data and information related to the business. Any person accessing Physio in the Forest’s services (referred to as the client below) is requested to read and consent to this GDPR policy.
The information that is collected and how it is collected
This privacy policy relates to the use of any personal information that is collected by Physio in the Forest from you in person, by telephone, text, post, email or via your G.P, specialist or other referring health professional.
This may include:
• Name and date of birth – how you would like to be known and how old you are.
• Address – where you are currently living.
• Telephone number – permission to call and leave messages.
• E-mail address – permission to email.
• Online address – permission to call and leave messages should you wish to meet via video.
• Medical, background and assessment information.
• GP details and an emergency contact – in the event of a medical emergency.
• Employment.
• Information regarding the condition you are coming to me with.
• Activities/hobbies.
• Any findings of a physical examination undertaken will always be recorded each time you attend a session.
How personal information is stored and used in the business:
1. Electronic:
Mobile phone:
The mobile phone is used solely by the physiotherapist and is password protected.
Laptop/ computer:
Laptop/computer is used solely by the physiotherapist and is password protected.
2. Paper documents:
- Registration details, client assessment and treatment record notes.
- Working agreement and GDPR agreement
- All paperwork is stored in a lockable cabinet that is only accessible by the physiotherapist.
How I use this information/ sharing personal information:
The information that is gathered allows me to develop a better understanding of your needs thus providing you with a more effective service.
Primarily for the following reasons:
1. To form notes which is a legal record of any treatment or advice I provide.
2. For accounts purposes.
3. To contact you regarding your ongoing treatment, this may include sending exercises by e-mail.
4. To contact you regarding new information or treatments that may be of benefit to you.
5. To allow correspondence with other medical professionals who may be involved in your care; this may include GP’s, Consultants, Occupational Health Departments, insurance providers, medical intermediaries or referring parties involved in patient care.
6. I may send you promotional emails regarding new services, special offers or seasonal greetings.
7. For quality feedback and audit purposes.
8. Emergencies - I would seek patients consent before sharing any information, however, if there was a serious risk to a person’s life/health, some information may be shared with emergency/medical services, without client consent being given. Health care professionals are legally bound to share certain information with an authority, for example, terrorist activity, money laundering, drug trafficking and when information is requested by a court of law.
I will not disclose any of your information for commercial purpose. I take the necessary steps to ensure that records are kept up to date and rectified if necessary. It is your responsibility to keep me updated if there are any changes to your personal information, so that records are accurate.
How long is personal data held for?
It is a professional and legal obligation to keep your personal data for 8 years after your last attendance. Notes will be destroyed after this period. If you return within the 8 year period, your previous record will be attached to the new record. This aids us to understand any relevant past medical and treatment history.
Your rights
You have the right to:
• Be informed about how and why your information is held (this document).
• Request to see any information held about you (please allow 30 days).
• Withdraw consent to any information being used/held (although this may mean it is no longer possible to access the services).
• Request personal details to be changed, corrected, completed or erased (original case sheets and session notes need to be retained for legal reasons).
Changes to the privacy policy:
All changes will be notified on the website.
If you have any questions regarding this privacy policy, they should be addressed to:
Katie Freeman - physiointheforest@outlook.com
For further information about your rights, including circumstances in which they apply, see the guidance from the Information Commissioners Office (ICO) on individual’s rights under the General Data Protection Regulation.
New Appointments Announcement
I am fully booked at the moment - it’s probable that I will take on some new clients soon but I don’t have any spaces at the moment.
If you would like to be added to my waiting list, please do let me know.
If you are an existing or past client, please get in touch in the usual ways.
With best wishes,
Katie Freeman @ Physio in the Forest