Privacy Policy

We believe that anything information you provide us with is confidential and not to be shared. To operate effectively we need to collect some personal information about you. This policy explains what we do and why we do it.

What we collect

When you book an appointment at Matt Williamson Physiotherapy we ask for your name, DOB, telephone number, email address and address. This allows us to contact you about your appointments, check on your progress and send any relevant information related to your care. It also helps us begin to build a clinical picture of who you are so that we can help to diagnose any problems that you present with.  

How we store the information

We take great care to keep your personal information safe. All patient related information is stored on a secure patient management database, Cliniko (Red Guava Pty Ltd). Access requires a specific username and password to each member of the team. PCs and laptops are also password protected.  The network is secured by a firewall to prevent external access to our IT systems.

Cliniko provides a comprehensive privacy guide here.

What we do with the information

Your email/ phone number is used to send you information about your appointment and is used to send you appointment reminders before your appointment. You will only receive marketing information from us on this email address if you consent to being kept up to date on offers, discounts, clinic updates and injury prevention tips.  Once you have consented to these marketing alerts there is always the option to unsubscribe to these at any time.  To unsubscribe look for the link at the bottom of any marketing email. We use Survey Monkey to send out questionnaires to gather anonymous feedback, and we use Mailchimp for any promotional/marketing emails.

Who we share the information with

We would only ever share your information with your consent and when relevant to your care. At times it may be useful to share information with other appropriate healthcare professionals such as GPs, orthopaedic surgeons, and podiatrists.

At times if you have been referred to physiotherapy after an accident that involves a legal claim you may be required to sign a consent form for us to release information about your injury to your insurance company.

We will never sell your information to another party.

Retention and Destruction

Our policy is in line with the Data Protection Act 1998 (DPA) guidelines and are as follows:

We must retain your records for 8 years from the date of last treatment for adult records, and for children 8 years after their 18th birthday or until 25 years of age.

If you are not an active patient your files will be archived but not destroyed in this time.

Once the retention period has expired, we securely destroy and dispose of the records.

Further information on our duty to you as Allied Healthcare Professionals on record keeping and destruction can be found with the following link:

http://www.csp.org.uk/publications/record-keeping-guidance-0

Your Rights

You have a number of rights in relation to your personal information.

·      You have the right to access and receive a copy of the personal information we hold about you, by using the contact information below.

·      You may wish to alter/ restrict or delete the personal information that we keep on record. Medical records are normally exempt.

·      If you wish to raise an issue with the way, we have used your data you may do so with the information commissioner at www.ico.org.uk

For purposes of GDPR I Matt Williamson am the data controller if you have any questions or concerns you may contact me at mwilliamson127@live.com