Active Motion Injury Clinic is committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
INFORMATION WE MAY COLLECT FROM YOU
During your initial consultation, we may collect and process the following data about you:
Your full name, date of birth, address and contact details, so that we can confirm your identity and keep in touch with information surrounding your appointment with us, or regarding the reason for your attendance within the clinic.
Details about your GP so that, with your explicit consent, we can contact your GP and share personal information about you, should a further referral or discharge report be required.
If a 3rd party is funding part or all of your treatment we will ask for the details and seek your explicit consent to share any information about your health or treatment that they require to enable them to process the funding.
If you contact us, we may keep a record of that correspondence together with your name, address, email address and phone number.
During your consultation we will take note of your past medical history, along with details regarding your current medical details.
We will maintain a paper record of your appointment dates, including the amount and type of payments made. We do not store card data or information regarding your banking details.
We will ask for your preference as to how you may wish to be contacted for marketing purposes during your initial consultation. You can give consent to do so by ticking the appropriate boxes on the Patient Personal Record form that is presented to you upon your initial consultation.
WHAT WE DO WITH THE INFORMATION
We use information held about you in the following ways:
To improve our services and to ensure that our services are carried out in the most effective manner.
To provide you with information and updates on services that you request from us or which we feel may interest you.
To carry out our obligations arising from any contracts entered into between you and us.
To notify you about changes to our service.
We may also use your data to provide you with information about our services which may be of interest to you and we may contact you about these from time to time by email, post or telephone. It is your right to opt-in and out of these methods of communication as you wish.
We will ask for your source of introduction to give us a better understanding of how our patients hear about us, which we may use to assist with marketing and advertising planning.
Your medical details are used to help formulate and determine the treatment that is given by the practitioner.
If necessary, we may use your details to liaise with other professional services in order to gather information or to be able to referral to other services that are deemed to be in your best interest.
We would discuss with you the details surrounding this and will ask for your explicit consent to do so if this were to occur.
If you consent to receiving email contact for marketing purposes, we will input your information into our marketing platform and may, from time to time, send you offers and information surrounding our services.
Your personal data will not be transferred to a country outside of the UK without your explicit consent.
If you do not want us to use your data in this way please send an email with your request to firstname.lastname@example.org
WHERE WE STORE YOUR PERSONAL DATA
Once we have received your information, we will use strict physical, electronic and managerial procedures and security features to prevent unauthorised access.
We may also store manual copies of your personal information in a secure facility where access is restricted. Your medical details are recorded on paper documents, that are safely secured in a locked filing cabinet. The medical information obtained recorded is stored in accordance with the practitioner’s regulatory body and the Information Commissioner’s office (ICO). If you would like more information about the regulatory body relevant to the practitioner you are seeing then please ask them or contact us for further details.
We will retain your medical records for 8 years after discharge, or your last attendance with us. Records for anyone under 16 years of age at the time of treatment are kept until the individual’s 25th birthday, when we will securely destroy your documents and delete your personal data from our database, unless you have asked us to retain your contact information for marketing purposes. After this time, records will be securely disposed of.
All other personal information you provide to us is stored securely on our database and on our computer document files. Your name and email, along with your marketing preferences, may also be stored on our marketing database.
We use password protection to prevent unpermitted access to all personal data files.
Your name and number will be kept in our electronic diary for 8 years, at which point deletion of appointment records beyond this will be deleted.
YOUR RIGHTS (AS A DATA SUBJECT)
As long as we hold personal data that can be used to identify you, you have a say in what and how this information is kept. Therefore you have the following rights:
Right of access – you have the right to request a copy of the information that we hold about you;
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete;
Right to be forgotten – you can ask for the data we hold about you to be erased from our records, whereby we will only hold information that is required by law for us to do so;
Right to restriction of processing – where certain conditions apply you have a right to restrict the processing;
Right of portability – you have the right to have the data we hold about you transferred to another organisation;
Right to object – you have the right to object to certain types of processing such as direct marketing; and Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.
If you would like to action any of these rights, please contact us at email@example.com or call us on 07368286175
RIGHT TO WITHDRAW
You are always in control of your data and have the right request that we withdraw or amend all or part of your data from our database. If you think some of the information we have stored about you is incorrect, please contact us so that we can update this for you. For legal reasons, we may need to keep some of your information on file, however, this will be destroyed/erased as soon as these no longer apply.
In the event of a data breach, we will write to you as soon as possible with as much detail as we can regarding the breach and what we intend on doing regarding the breach. We will also inform the ICO in such circumstances and gain information as to how best to manage the circumstances.
If you wish to complain about any aspect of our information rights practice you may do so by contacting the Information Commissioner’s Office via ico.org.uk/concerns.
You can also contact the clinic directly at;
Active Motion Injury Clinic, Places of Leisure, Passfield Avenue, Eastleigh, SO50 9NL