Introduction
Welcome to Lymington Physiotherapy and Sports Injury Clinic. Your privacy and the security of your personal information are important to us. This Privacy Policy explains how we collect, use, and protect your personal data in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws. By using our services in any capacity you agree to the collection and use of information in accordance with this policy. We use your personal information to provide and improve our services to you.
Data Controller
Helen Ruane
Lymington Physiotherapy and Sports Injury Clinic
19 Carrington Lane
Milford on Sea
Lymington
Hampshire
SO41 0RA
helen@lymingtonphysio.co.uk
What information we collect and why we collect it
We may collect and process the following categories of personal information:
- Contact Information: This includes your name, email address, phone number, and postal address. We collect this information when you contact us for appointments or enquiries.
- Medical Information: In the course of providing physiotherapy services, we may collect and process information about your medical history, diagnosis, and treatment.
- Payment Information: If applicable, we may collect payment information, such as payment card details or bank account information, to process payments for our services.
- Website Usage Data: We may collect data about your interaction with our website, including your IP address, browser type, and pages you visit. This helps us improve our website’s functionality and security.
How Do We Use Your Information?
We use your personal information for the following purposes:
- To provide you with physiotherapy services or sports massage, including assessment, treatment, and follow-up care.
- To communicate with you, including appointment reminders, updates, and responses to enquiries.
- To process payments and invoices, if applicable.
- To improve our website and services by analysing website usage data.
The personal data we collect about you will include data relating to your name, address date of birth, telephone numbers, and email address. Where applicable this may also include who referred you to us (e.g. G.P., Consultant), and private medical insurance provider.
We will process your data to allow us to provide you with our services. Your data will be used to manage future communications between us including information regarding your appointments, surgery, another communication regarding your medical care e.g. exercises or advice sheets. With your consent we may also use your data to communicate with other clinicians e.g. your GP, another consultant, therapist or hospital. We will only use your data for the purpose for which it was collected.
Legal Basis for Processing
We process your personal information based on the following legal bases:
- Contractual Necessity: To fulfil our contract with you when you request our physiotherapy services.
- Legal Obligation: To comply with legal and regulatory requirements, including maintaining medical records.
- Legitimate Interests: To manage and improve our services and website, and to communicate with you effectively.
- Consent: Where required by law, we will obtain your explicit consent before processing your data.
Data Sharing
We do not share your data with any third party without your permission. You can opt out of receiving communications from us at any time by emailing helen@lymingtonphysio.co.uk.
We may share your personal information with the following parties:
- Healthcare professionals involved in your treatment (with your consent).
- Payment processors, if applicable.
- Legal and regulatory authorities when required by law.
Security and Retention
We take reasonable measures to safeguard your personal information from unauthorised access, disclosure, alteration, or destruction. We retain your data for as long as necessary to fulfil the purposes outlined in this Privacy Notice, unless a longer retention period is required by law. Your clinical notes are stored securely for a period of up to 8 years as required by law. All electronic data is password protected and is only accessible by authorised individuals.
All data is stored on a secure server as part of our clinical database, using practice management software provider Cliniko. Details of their privacy policy can be found here: Cliniko Privacy Policy
Your Rights
You have the following rights with respect to your personal data:
- Access: You can request access to the personal information we hold about you.
- Rectification: You can request that any inaccurate data is corrected.
- Erasure: You can request the deletion of your personal information, subject to legal requirements.
- Restriction: You can request the restriction of processing in certain circumstances.
- Data Portability: You can request a copy of your data in a structured, commonly used format.
- Object: You can object to the processing of your data based on legitimate interests.
Website Browsing
Anonymous browsing history is collected using Google Analytics. We do not collect, store or record any personal information while you browse our website www.lymingtonphysio.co.uk
Website Links:
Our website may contain links to other sites that our not operated by us. If you click on a third party link, you will be directed that third party’s site and therefore their relevant privacy policy. This includes our online booking service provided by Cliniko.
Registration Forms
On or prior to your first appointment you will be asked to complete a registration form. This form will collect the following details:
Name
Address
Date of Birth
Telephone Number
Email address
GP and / or referring clinicians details
Private medical Insurance (PMI) details (if applicable)
The purpose of this information is to allow us to manage your care. The PMI details are used to invoice your insurer as appropriate or to communicate directly with them if appropriate. None of your information is passed to a third party unless under your explicit consent to release details.
Your PMI may ask for reports of your sessions but this will only occur with your consent.
We may need to write a letter to your GP, a consultant or another person involved in your treatment. For this purpose we will use your name, DOB, address and relevant medical details on that letter. You can also request to receive a copy of the letter.
E-mail use Policy:
Your email address will be added to our database and may be used for contacting you in regards to your appointments, to send you information related to your care such as exercises and educational material, and information related to payments such as invoices, receipts and reminders. We also send out an informative Newsletter periodically from which you can unsubscribe. Emails are sent from 1 and 1 or Microsoft Outlook or other email providers. If you do not wish to receive any of this information please advise your clinician or you can email us at helen@lymingtonphysio.co.uk
Lawful disclosure:
We will disclose your Personal Information where required to do so by law or in accordance with an order of a court of competent jurisdiction. We will also disclose your information if we believe that lawful disclosure is necessary to comply with the law and the reasonable requests of law enforcement or to protect the security or integrity of our Service.
Security:
The protection of your personal information is vitally important to us. We will strive to protect your Personal Information in all means reasonably required by us to do so. However, as no form of data transmission is 100% reliable we cannot guarantee its absolute security. Therefore we make no warranties as to the level of security afforded to your data. We will however always act in accordance with the relevant UK and EU legislation.
Contact Us
If you have any questions, concerns, or requests related to your personal data or this Privacy Notice, please contact us at helen@lymingtonphysio.co.uk
Changes to this Privacy Notice
We may update this Privacy Notice to reflect changes in our practices or for legal and regulatory reasons. The latest version will be available on our website
Complaints
If you believe your data protection rights have been violated, you can file a complaint with the Information Commissioner’s Office.
Privacy Notice last updated: 08/03/2024