This document refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.
The General Data Protection Regulation (GDPR) which is EU wide and far more extensive than its predecessor the Data Protection Act, along with the Privacy and Electronic Communications Regulations (PECR), seek to protect and enhance the rights of EU data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU and its storage within the EEA.
1 - Surrey Physio, based at Station Court, 409-411 London Road, Mitcham, CR4 4BG, but also located in subsidiary clinics as listed on our website www.surreyphysio.co.uk which hereafter for the purposes of this Privacy Notice will be referred to as the Clinic, is pleased to provide the following information:
2 - Who we are
We diagnose and treat health conditions. Treatments are carried out in accordance with the Institute of Osteopathy’s patient charter and under guidelines set out by the Chartered Society of Physiotherapy. The Clinic is regulated by the Health and Care Professions Council, and the General Osteopathic Council. The practice may also provide other treatments, about which our staff will be pleased to provide more details.
3 - Personal Data
a) For the purposes of providing treatment, the Clinic may require detailed medical information. We will only collect what is relevant and necessary for your treatment. When you visit our practice, we will make notes which may include details concerning your medication, treatment and other issues affecting your health. This data is always held securely, is not shared with anyone not involved in your treatment, although for data storage purposes it may be handled by pre-vetted staff who have all signed an integrity and confidentiality agreement. To be able to process your personal data it is a condition of any treatment that you give your explicit consent to allow the Clinic to document and process your personal medical data. Contact details provided by you such as telephone numbers, email addresses, postal addresses may be used to remind you of future appointments and provide reports or other information concerning your treatment. As part of our obligations as primary healthcare practitioners there may be circumstances related to your treatment, on-going care or medical diagnosis that will require the sharing of your medical records with other healthcare practitioners e.g GPs, consultants, surgeons and/or medical insurance companies. You may withdraw consent by simply informing us.
b) For marketing purposes, the Clinic may also use the contact details provided by you to respond to your enquiries, including making telephone contact and emailing information to you which the practice believes may be of interest to you.
c) In making initial contact with the Clinic you consent to the Clinic maintaining a marketing dialogue with you until you either opt out (which you can do at any time) or we decide to desist in promoting our services. The Clinic does not broker your data and you can ask to be removed from our marketing database by emailing or phoning the practice using the contact details provided at the end of this Privacy Notice. In reality, it is very unlikely we will ever send you marketing information.
d) Some basic personal data may be collected about you from the marketing forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to, personally identifying information like Internet Protocol (IP) addresses.
4 - Legal basis for processing any personal data
To meet our contractual obligations obtained from explicit Patient Consent and legitimate interest to respond to enquiries concerning the services provided.
5 - Legitimate interests pursued by the Clinic
To promote treatments for patients with all types of health problems indicated for your best care.
6 – Consent
Through agreeing to this privacy notice you are consenting to the Clinic processing your personal data for the purposes outlined. You can withdraw consent at any time by using the postal, email address or telephone number provided at the end of this Privacy Notice.
7 – Disclosure
The Clinic will keep your personal information safe and secure, only administrative and clinical staff engaged in providing your treatment will have access to your patient records. The clinic will not disclose your Personal Information unless compelled to, in order to meet legal obligations, regulations or valid governmental requests. The practice may also enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of its staff.
8 - Retention Policy
The Clinic will process personal data during the duration of any treatment and will continue to store only the personal data needed for eight years after the contract has expired to meet any legal obligations. After eight years all personal data will be deleted, unless basic information needs to be retained by us to meet our future obligations to you, such as erasure details. Records concerning minors who have received treatment will be retained until the child has reached the age of 25.
9 - Data storage
All Data is held in the United Kingdom. The Clinic does not store personal data outside the EEA.
10 - Your rights as a data subject
At any point whilst the Clinic is in possession of, or processing your personal data, all data subjects have the following rights:
In the unlikely event that the Clinic refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge. At your request the Clinic can confirm what information it holds about you and how it is processed.
11 - You can request the following information:
12 - To access what personal data is held, identification will be required
The Clinic will accept the following forms of identification (ID) when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If the Clinic is dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made by phoning 0208 651 3315 and asking for the practice manager.
13 - Information Recording
We may keep copies or recordings of any correspondence you have between us, including emails, telephone calls, consultations, CCTV and voice recordings. This may be used for quality and training purposes, and to prevent criminal behaviour.
14 - Complaints
In the event that you wish to make a complaint about how your personal data is being processed by the Clinic you have the right to complain to us. If you do not get a response within 30 days, you can complain to the ICO. The details for each of these contacts are:
Lorraine Carey, 1 Upper Selsdon Rd, CR2 8DD Tel: 0208 651 3315 email lorraine @ surreyphysio.co.uk
Wycliffe House, Water Lane, Wilmslow, SK9 5AF Telephone +44 (0) 303 123 1113