Hook Physiotherapy and Sports Injury Clinic Privacy Notice

This Privacy Notice sets out how Hook Physiotherapy and Sports Injury clinic uses and protects your personal information and data. By providing your personal details to Hook Physiotherapy and Sports Injury Clinic, by email, leaving a telephone message, through the website or at your consultation, you are consenting to the practices described within this policy notice. Please take the time to read this document carefully.

*For the purpose of this document, Hook Physiotherapy and Sports Injury Clinic will be referred to as Hook Physiotherapy.

How to contact The Data Protection Officer (DPO)

The data protection officer (DPO) helps to ensure that Hook Physiotherapy comply with The General Data Protection Regulation (GDPR) legislation.

Name: Dawn Hunt/ Hook Physiotherapy and Sports Injury Clinic

Address: 4, Lynwood Garden, Hook, Hampshire, RG27 9DT

Telephone: 07426 037687

Email: dawn@hookphysiotherapy.co.uk

What personal Information does Hook Physiotherapy collect?

Personal Information

Hook Physiotherapy collects personal data that includes your name, date of birth, address, telephone number, email address, occupation, emergency contact details, GP Details.

Special categories Personal Information

As a patient at Hook Physiotherapy, I will also hold information relating to your medical treatment. This may include details of current and former physical and mental health, as well as details of healthcare you may have received in the past (from hook physiotherapy or another health care provider) as well as information on healthcare you may need. As well as this I will hold details on services you have received at hook physiotherapy.

How will Hook Physiotherapy communicate with you?

In order to communicate with you this will be done by telephone, SMS, email, and/or post. If I contact you by telephone, using a contact number you have provided, and you are not available, I may leave a voice message on your voicemail and/or answering service as appropriate.

To ensure I provide you with updates and reminders in relation to your healthcare (including basic administration information and appointment information), I may contact you by SMS and/or unencrypted email (where you have provided an email address) this will depend on how you have expressed a preference on how to be contacted on your patient registration form.

How Hook Physiotherapy receives your information?

Hook Physiotherapy may collect personal information from a number of sources, including (but not limited to) GPs, consultants, other Physiotherapists and health care professionals, sports coaches and insurance companies. Hook Physiotherapy will not share any personal information with third parties without your consent.

Information may also be collected directly from you at your consultation, when you complete an enquiry form on the Hook Physiotherapy website, when you make an enquiry by leaving a telephone or SMS message for Hook Physiotherapy, or through communicating with Hook physiotherapy by email or directly over the telephone.

The transmission of information via the internet or email is not completely secure. At Hook Physiotherapy I do my best to protect your personal data, but cannot guarantee the security of data while you are transmitting it through my website. Any such transmission is at your own risk. For this reason, I request that you do not input sensitive information into the website. Once I have received your personal data, I have strict procedures to prevent unauthorised access.

How do Hook Physiotherapy use your information?

• To provide you with healthcare and related services at Hook Physiotherapy.
• To ensure your account and billing is fully accurate and up to date.
• For medical audit. This is an audit for the purpose of assessing outcomes for patients and identifying improvements that can be made for the future. This is done with appropriate safeguards in place. You are entitled to object to Hook Physiotherapy using your personal data for this purpose, and as a result I would stop doing so. If you would like to raise such objection, please contact Dawn Hunt, using details at the top of the policy notice.
• Hook Physiotherapy may also be asked to share information with UK registries for which ethical approval is not necessarily required but which form part of the National Clinical Audit Programme, as well as audit programmes set up by professional associations. This may be done without your consent provided the particular audit registry has received statutory approval, or where information will be provided in a purely anonymous form, otherwise your consent will be required.
• Hook physiotherapy may use your email to send occasional updates and information, in terms of promotions, and business information that Hook physiotherapy thinks will be of interest to you. If you don’t want to receive such emails, please contact Dawn Hunt at Hook Physiotherapy and inform me, so I can update your preferences.
• To send information on products or services offered by a third party, but this will only be done where you have specifically confirmed your consent to receive such information.
• To communicate with you with regards to resolving queries or complaints.
• To communicate with other individuals that you may have asked me to update with regards to your care, as well as updating other health care professionals and organisations about your care (see further information regarding this, in the below point, on who Hook physiotherapy may disclose your information to).
• To comply with my legal or regulatory obligations, and defending or exercising my legal rights. As a provider of healthcare, Hook physiotherapy are subject to a wide range of legal and regulatory responsibilities. I may be required by law or by regulators to provide personal information, and have a legal responsibility to do so.
• To improve quality of the service provided at Hook Physiotherapy. Hook Physiotherapy is committed to providing a quality service to its patients, and therefore want to learn from patients’ experiences to improve the experience of future patients. I may, therefore, use your personal information in conducting post treatment surveys, to gain your thoughts on your experience at Hook Physiotherapy.

How Is your information stored at Hook Physiotherapy?

• Hook Physiotherapy are currently collecting all your data in the form of paper notes. These notes are then stored in a lockable filing cabinet. The clinician treating you at Hook physiotherapy is the only person with access to these notes and they are not shared with anyone without your consent.
• Hook Physiotherapy also uses a paper diary to input client appointments, this is also stored in a lockable filing cabinet.

Who will Hook Physiotherapy share your information with?

Hook Physiotherapy may disclose your information to third parties, such as

• Your doctor (GP or consultant)
• Your dentist
• Anyone you ask me to communicate with or provide an emergency contact for, for example your next of kin.
• Other private sector health care provider
• Your sports team coach
• Third parties who assist in the administration of your healthcare, such as insurance companies.
• National and other professional audit programmes and registries, as detailed previously.

Hook Physiotherapy will NOT share your information with third parties without your consent, unless it is required to do so by law.

How long does Hook Physiotherapy keep personal information for?

Hook Physiotherapy only keep your personal information for as long as required to comply its legal and regulatory obligations. If you would like further information regarding the periods for which your personal information will be stored, please contact the DPO (details at the top of the policy notice) for further information.

Your Rights

Under data protection law, you have certain rights in relation to the personal information that Hook Physiotherapy hold about you. This includes the right to know what information Hook Physiotherapy hold about you and how it is used. You can exercise these rights at any time by contacting the DPO, using the details at the top of this policy notice. Some of these rights are outlined below.

The right to access your information: You are usually entitled to a copy of the personal information Hook Physiotherapy hold about you and details about how it is used. Please note, that in some cases Hook Physiotherapy may not be able to fully comply with your request, for example if your request involves the personal data of another person and would not be fair to that person to provide it to you, or if it is not reasonable for Hook Physiotherapy to comply with your request.

The right to object to marketing: You can ask Hook physiotherapy to stop sending you marketing messages at any time and I must comply with your request. You can do this by contacting the DPO (details at the top of the policy notice).

The right to withdraw consent: As previously outlined, in some cases Hook Physiotherapy needs your consent to use your personal information, in order to comply with data protection legislation. Where consent is required, you have the right to withdraw your consent to the further use of personal information. You can do this by contacting the DPO (details at the top of the policy notice).

The right to complain to the Information Commissioner’s Office (ICO): You can make a complaint to the ICO if you are unhappy with the way that Hook Physiotherapy have dealt with a request from you to exercise any of your rights, or if you think Hook Physiotherapy has not complied with its legal obligations.

More information can be found on the Information Commissioner’s Office Website: https://ico.org.uk/

Updates to this privacy notice

Hook Physiotherapy may update this privacy notice from time to time, to ensure it remains accurate. Please check back frequently to check for any updates or changes.

For any further information with regards to information outlined in this Privacy notice, please contact Dawn Hunt at Hook Physiotherapy (contact details are at the top of the privacy notice).

This Privacy Notice was last updated on 29^th March 2020