This notice is to explain why I collect your personal data, and what I do with it, and to ensure I am working in accordance with the new EU General Data Protection Regulation (GDPR); terms from the regulation are indicated in bold.
When you supply your personal details to me, when we communicate by email, and when I take notes in the clinic, this information is stored and processed for four reasons in line with the GDPR requirements:
- I need to collect personal information about your health in order to provide you with the best possible treatment. Your requesting treatment and our agreement to provide that care constitutes in law an (unwritten) contract.
- I have a legitimate interest in collecting that information, because without it I couldn’t practice physiotherapy effectively and safely.
- I keep records of your contact information because I think that it is important that I can contact you in order to let you know if I am unable to work and to update you on matters related to your medical care. This again constitutes a legitimate interest, but this time it is your legitimate interest.
I have a legal obligation to retain your records for 8 years after your most recent appointment (or after you have reached age 25, if this is longer), but after this period you can ask me to delete your records if you wish. Otherwise, I will retain your records for 10 years in order that I can provide you with the best possible care should you wish to see me at some future date. After that time your records will be destroyed.
Your clinical records are stored only on paper, in individual paper files in a cabinet in my locked clinic and some from intermediary companies are on computer
Your emails are stored on my computer which is locked in the house.
I am the only person who has access to your records, invoice files and emails. I will never share your information with anyone who does not have a legal right of access without your written consent.
You have the right to see what personal data of yours I hold, and you can also ask me to correct any factual errors. I am legally required to respond to any request from a client to see their personal data within a timescale of 30 days. However, I would ensure that I responded as soon as I possibly could to any reasonable request for access to personal records.
In the event that anything should happen to me which would render me unable to oversee your records, then, and only in this event, I have entrusted the handling of my records to my husband Pete Wallis who works in probation. This may simply be so that he can let you know of my absence.
I want you to be absolutely confident that I am treating your personal data responsibly, and that I will do everything I can to make sure that the only people who can access that data have a genuine need to do so. In the case of my practice this would most likely apply in the situation of me needing to make a referral to another health professional.
Of course, if you feel that I am mishandling your personal data in some way, you have the right to complain. Please first raise your concern with me, as I hope very much I will be able deal with any concerns you might have. However, you can also raise a concern directly with the Information Commissioner’s Office on https://ico.org.uk/concerns/