Helen Dunning Physiotherapy is responsible for all Personal Information held both electronically and in paper records.
Types of Information We Collect
We may collect information from you which can be used to identify you (“Personal Information”), such as your name, address, date of birth, email address, telephone number, medical insurance membership and authorisation numbers. We also hold GP & Consultant details, details of treatment provided, which may include sensitive, personal information such as medical information.
Information will be collected:
* When you register at the clinic
* Throughout your treatment with us
* When your personal information changes or are updated (for example change of address)
* If you submit an enquiry to us via email or phone and you have consented to having your details stored.
We may also get information from a third party whom books an appointment on your behalf, such as family members, insurance companies, GP’s and Consultants, (e.g. referrals, medical reports, updates after appointments or procedures/surgery, consultant/GP appointments).
In some instances it may be necessary for us to contact third party providers to supplement the personal information you give us (e.g., validate your private medical insurance information with an insurance company, when processing invoices) to help us maintain the accuracy of your data and provide you with a better service.
Personal information we collect automatically
When you use the Website we automatically receive and record information on our server logs from your browser or mobile platform, including your location, IP address, cookie information, and the page you requested.
We treat this data as non-Personal Information, except where we are compelled to do otherwise by law or legal authority.
This data is only used in aggregate form to allow Google Analytics to monitor how our customers, collectively, use the Website, so that we understand how the user make use of the Website. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.
The Google Analytics Terms of Service, which all Analytics customers must adhere to, prohibits the tracking or collection of personal information using Google Analytics, and we adhere to these terms.
If you wish to opt out of being tracked by Google Analytics, we encourage you to look at the Google Analytics Browser Opt-Out Add-on which might serve your needs.
We may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:
- To estimate our audience size and usage pattern.
- To store information about your preferences, and so allow us to customise our site according to your individual interests.
- To speed up your searches.
- To recognise you when you return to our site.
We may collect information about your computer, including where available your IP address,
Collection and use of children’s personal information
We only collect personal and medical information required to effectively treat children, this information will be obtained from the parent or guardian chaperoning the child for their appointment, records will be stored in line with Data Protection laws and all the confidentiality guidelines issued by the professional bodies such as CSP, HCPC. From the age of 16 patients can consent themselves.
What we do with your information
We hold personal details including medical information and we use this information to obtain details relevant to your treatment and for medical and internal record keeping; this information will only be kept as long as necessary to comply with UK law and professional bodies.
We do not sell your information to third parties. And only share your personal information with third parties (i.e. insurance companies, GP’s & Consultants when required and with your consent/knowledge.
The confidentiality of your personal information is of the utmost importance to us and we comply with the Data Protection laws and all the confidentiality guidelines issued by professional bodies such as CSP, HCPC and Physio First.
We may use your Personal Information, for the following purposes:
Clinic Registration/Appointments: We will use your name, address, date of birth, telephone number, and email address to register with Helen Dunning Physiotherapy, for the services we provide and to communicate important information to you. We may obtain additional personal information about you, such as address change and changes to your health information, correspondence from other healthcare professionals and insurance companies throughout your treatment and also if you return to the clinic in the future to keep our records current.
Invoicing & Insurance Companies: When processing insurance claims, on your behalf your name, address, date of birth & insurance policy details will need to be provided to your insurance company to enable them to progress the claim, this may be communicated via telephone or email.
Appointment Reminders & Clinic News: We may use your information to send confirmation & reminder emails for your appointments and for any correspondence regarding your treatment.
We may contact you from time to time, regarding clinic news and information about our services.
Response to Legal Requests: Requests from third parties (e.g. solicitors if there is a personal injury claim) we will only photocopy your physiotherapy records and provide electronic records on request providing we have written authorisation from you.
Accessing Your Personal Information: You have the right to access the personal data which we hold on you free of charge and we will provide this information within one month of receipt of request. If the request for data is complex or numerous we reserve the right to extend this period by a further two months.
Updating Your Personal Information
In connection with your right to manage your personal information you provide to us, you may update, change or correct any of your information.
In accordance with and as permitted by applicable law and regulations, we will retain your information for as long as necessary to serve you, to maintain your account for as long as your account is needed to operate our business. We will retain and use your information as required by applicable regulation and information management policies to comply with our legal and reporting obligations, resolve disputes, enforce our agreements, and complete any outstanding transactions and for the detection and prevention of fraud.
Your Access Rights
SECURITY OF YOUR INFORMATION. Keeping your Information safe is important to us.
We have put in place procedural & electronic processes intended to safeguard and secure your information. All staff have a legal duty to respect the confidential information we hold, and access to this information is restricted to those who have a reasonable need to access it.
We provide reasonable and appropriate security measures in connection with securing personal information we collect, for example:
* Constantly work to update our security practices to implement accepted best methods to protect your Personal Information and review our security procedures carefully.
* Comply with applicable laws and security standards.
* Securely transmit your sensitive Personal Information.
* Train our staff and require them to safeguard your data.
* Transmit, store, protect, and access all cardholder information in compliance with the Payment Card Industry’s Data Security Standards.
How to Contact Us
If you have questions or comments about this Privacy Statement, please contact in writing to:
Helen Dunning Physiotherapy, Clatercote House, 11, Warwick Road, Upper Bodddington, Northamptonshire. NN11 6DH
We welcome your feedback and comments.
Changes to our Privacy Statements
From time to time we may change or update our Privacy Statements. We reserve the right to make changes or updates at any time. Our up to date Privacy statement will be displayed on our website. https://www.helendunningphysio.co.uk
If we make material changes to the way we process your Personal Information, we will provide you notice via email or website. Please review any changes carefully.