1. Who We Are
We are committed to safeguarding the privacy of our patients; this policy sets out how we will treat your personal information. Nothing in this policy shall limit your statutory rights in relation to your personal data.
By providing personal data to us via our patient registration forms or mailing list request forms you consent to our processing of your data in accordance with this policy.
We are a “data controller” for the purpose of EU General Data Protection Regulation 2016/679 “Data Protection Law”. This means that we are responsible for, and control the processing, your personal information. In certain circumstances we process data on behalf of your General Practitioner (GP), Private Medical Insurance, Employers or Solicitors. In such circumstances we may be joint data controller
For further information about our privacy practices, please contact our Data Protection Officer by writing to Kesson Physio, First Floor, Unit 2 Jubilee Way, Faversham, Kent ME13 8GD or calling 01795 534113 or emailing firstname.lastname@example.org.
2. How We Collect Information About You
We collect information from you when you interact with us directly: This could be if you ask us about our services and products, register as a patient, apply for a job or student placement or otherwise provide us with your personal information. This includes when you phone us, visit our website, get in touch through the post or in person.
We collect information about you when you are referred to our services via our joint data controllers. This could be your GP, Private Medical Company, Employer or Solicitors.
3. Information We Collect and Why We Use It
Personal information we collect includes details such as your name, date of birth, email address, postal address, telephone number, GP and occupation details. You will have given us this information whilst registering as a patient.
We Will Mainly Use This Information:
To provide the services or goods that you have requested.
To contact you with important administrative messages.
To help us design you a personalised treatment programme.
To keep other Medical Professionals, Insurance Companies, Employers and Solicitors up to date with your progress where appropriate.
We May Also Use Your Personal Information:
To send you updates on our clinic, team members, services and products.
To send you gift vouchers and special offers.
Sensitive Personal Information
Data Protection Law recognises that some categories of personal information are more sensitive. Examples of sensitive personal information can include a person’s health, race, ethnic origin, sex life or political opinions. When registering as a patient and during your treatment we will ask you about any relevant and significant medical history which will be recorded in your treatment notes. This information is only used to form a clinical diagnosis and treatment plan. We will share this information with your referrer and with your express permission. We will not pass on your details without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing as a threat to others or children reporting to us serious issues such as physical abuse or exploitation.
Using Your Information
In some cases, we will only use our personal information where we have your consent or;
For you to be able to use our services
To send statements and invoices to you
To send you email notifications you have specifically requested
To send you our newsletter or marketing communications relating to our business (you can inform us at any time if you no longer require marketing communications)
To deal with enquiries or complaints made by you about our services or products.
We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.
4. Legal Disclosure
We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority); or, in order to enforce our conditions of sale and other agreements.
Keeping Your Information Safe
We take looking after your information very seriously. We’ve implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss.
Unfortunately the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site.
All our website financial transactions are handled through our payment service provider(s). You should only provide your personal information to those providers after reviewing their privacy policies, which are available on their website(s). We will share information with payment service providers only to the extent necessary for the purposes of processing payments you make via our site and for the prevention and detection of crime. We will not store any credit card information.
How Long We Hold Your Information For
We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations.
5. Your Rights
You may have certain rights under the Act in relation to the information that we hold about you. The rights include:
You are entitled to have access to your personal data. You may request by writing to us (at the address given at the start of the policy), details of your information which we hold and the purposes for which it is held. We will provide this information within 40 days of your request, subject to any routine processing continuing between that time and the time of the response.
You are entitled to request that we stop using information about you for the purpose of direct marketing (i.e. the communication to you (by whatever means) of any advertising or marketing material). Te request can be made by email at any time.
You are entitled to require a correction of errors in the personal information held about you are entitled to apply to ask the court for an order that such erroneous information be rectified, blocked, destroyed or erased.
Please let us know if the personal information which we hold about you needs to be corrected or updated.
6. Policy Amendments
7. Third Party Websites
Our website may contain links to other websites. We are not responsible for the privacy policies or practices of third part websites.