Our contact details
Name: Grace Physiotherapy Ltd.
Address: 3 Church Lane, Great Gonerby, Grantham, NG31 8JU
Phone Number: 07510410730
Grace Physiotherapy Ltd is committed to protecting and respecting your privacy. They are registered with the Information Commissioners Office (ICO) and strictly follow UK Data Protection laws and Clinical Confidentiality guidelines, set out by the Chartered Society of Physiotherapy (CSP).
This policy sets out the basis on which we collect, process and store your personal information. It also sets out your rights in relation to that information.
By providing your personal data to us or by using our services or website, you are accepting or consenting to the practices as described by or referred to in this policy.
For the purpose of Data Protection Laws the Data Controller is Grace Physiotherapy Ltd.
E-mail: info@grace-physiotherapy.co.uk
The type of personal information we collect:
When we refer to personal data in this policy we mean any information that can or could have the potential to identify you as an individual. We may hold and use personal data about you as a customer, a patient or potential employee.
We currently collect and process the following information:
- Personal identifiers: name, date of birth, preferred gender and pronoun.
- Contact details: Telephone number, mobile number, postal address and email address – these will be used to contact you regarding appointments, fee changes and clinical information regarding your treatments, such as exercises and information leaflets.
- Occupation: this is used to help clinical decision making.
- Details of referrals: from third parties such as insurance companies, solicitors and other medical practitioners.
- Childrens data – GDPR requires that a parent/guardian provides written consent for use of data relating to a child under 16. Collection of children’s data is no different to adults except that the parent or guardian of the child will be required to give their address and contact details for the purpose of communication with Grace Physiotherapy Ltd.
How we obtain your personal information and why we hold it:
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- You have enquired about our services via Google, social media, the website, email or telephone.
- You register to become a client at the practice, in order to receive advice and/or treatment.
- You complete a form on our website.
- On the premises of Grace Physiotherapy there are security cameras and this data is recorded and stored for 14 days. It is purely used for security purposes and will not be shared with anyone unless criminal behaviour has occurred.
We also receive personal information indirectly, from the following sources:
- Your General Practitioner or other health practitioners involved in your care.
- If your treatment with Grace Physiotherapy Ltd. is being funded by Insurance providers.
- Legal professionals.
All your personal data will be stored according to GDPR laws and we use the information that you have given us in order to:
- Contact you about appointments, treatment information including exercise and advice leaflets, consent forms and any offers or changes to clinic fees or times.
- Keeping your clinical records up to date and in order in compliance with the Chartered Society of Physiotherapy (CSP) regulations.
Sharing your personal details
We may share this information with:
- Third party insurers that are paying for your treatment.
- Other health practitioners or medical staff where it is deemed to be necessary as part of your care e.g. needing further investigations. Grace Physiotherapy Ltd will always gain your consent to do this.
- In some cases there may be a need to pass your notes and information to a solicitor involved in your case, Grace Physiotherapy Ltd will always gain your consent to do this.
- If any member of staff at Grace Physiotherapy is concerned about a safeguarding issue, then your personal details may be shared, without your consent, to the relevant authorities. This is in accordance with the CSP guidelines.
Your information will never be shared with any third parties for marketing purposes.
How we store your personal information
Your information is securely stored on a GDPR compliant computer system for:
- 8 years after the last treatment in the case of adults.
- 8 years after their 18th Birthday in the case of children.
If you are no longer under treatment after this, the clinical notes will be destroyed.
Your data protection rights
Under Data Protection Law and the Freedom of Information Act, you have the following rights:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Legally we are unable to delete any clinical notes until:
- 8 years past the date of the last treatment received for adults.
- 8 years after their 18th birthday in the case of children.
This is a legal stipulation from the CSP.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. Grace Physiotherapy Ltd will always require your written consent in order to do this.
If you make a request, we have 28 days to respond to you. If you request information Grace Physiotherapy will ask for identification and for you to sign for the release of your information to protect you from identification fraud.
Please contact us at info@grace-physiotherapy.co.uk if you wish to make a request. Grace Physiotherapy will respond to your request free of charge within 28 days. Any further requests for the same information within a 6-month period, will incur an admin fee of £20.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at info@grace-physiotherapy.co.uk
You can also complain to the ICO if you are unhappy with how we have collected, stored or used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk