Clair Jones Physiotherapy is committed to protecting your personal information/data. This Privacy Policy relates to our use of your personal information collected from you in person, or by letter, email, SMS or over the telephone under the Data Protection Act 1998 (‘DPA’) and the General Data Protection Regulations (GDPR) 2018. Throughout this document ‘we’, ‘our’ or ‘us’ means Clair Jones trading as Clair Jones Physiotherapy. 

For the purposes of the DPA and GDPR we are the data controller and we are responsible for your personal data. ‘Personal data’ means any information that can identify you. We collect and process information when you email us, when you submit an enquiry via our website, during telephone calls or in person. This currently includes;

• personal identifiers, contacts and characteristics e.g. name, address, phone number, email address, date of birth, registered GP

• at your appointment, you will be asked for information about your general and past health, medications, lifestyle, employment and hobbies, and specific details relating to your symptoms. We will record the findings of your physical examination.

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How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for the provision of physiotherapy

We also receive personal information indirectly, from the following sources in the following scenarios:

• referrals from other health care professionals 

• information you provide from other health care professionals e.g. clinic letters, investigation results and reports

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We use the information that you have given us in order to individualise your physiotherapy assessment, and to provide a treatment / management plan for your symptoms. We also use this information to;

1. provide a legal record of any treatment or advice we give

2. contact you regarding your ongoing treatment including sending appointment reminders by text message We use third parties for these services: Goldie (Appointfix)

3. contact you if new information or treatments become available that may be of benefit to you

4. pass on information with your permission to other medical professionals who are involved in your care: this may include GPs, Consultants, or other Health Care Professionals

5. inform quality feedback, service review and/or audit purposes.

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We do not share your data commercially.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting clairjonesphysio@gmail.com

(b) We have a contractual obligation.

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How we store your personal information 

Your information is securely stored - paper records are kept in locked filing cabinets. Electronic information is kept on password protected devices. We keep your information for eight years, except for pregnancy related notes which are kept for 25 years. Your paper notes are securely destroyed after the elapsed time, and emails deleted.

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Your data protection rights

Under data protection law, you have rights including:

1. Your right of access - You have the right to ask us for copies of your personal information. 

2. 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. 

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

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Please contact us at clairjonesphysio@gmail.com if you wish to make a request.

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How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at clairjonesphysio@gmail.com.

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You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address is:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113            ICO website: https://www.ico.org.uk