Our contact details
Name: Christine Fraser
E-mail address: firstname.lastname@example.org
Contact number: 07827 959 490
The type of personal information we collect
We currently collect and process the following information
-Personal identifiers eg name, date of birth
-Contact details such as e-mail address, phone number, home address
-Records of any assessments or treatments carried out
How we get the personal information and why we have it
The information we process comes from your initial contact with us and then from the registration and consent form you are asked to complete prior to starting Pilates classes, 1-1s or attending a physiotherapy appointment. In addition, relevant information will be recorded during or following any Physiotherapy clinic appointments, Pilates classes and 1-1 sessions. We will only use the data collected for its intended purposes.
E-mails, SMS and WhatsApp are all used to enable communication between us of things such as appointment times, arranging a suitable time for a phonecall, class information or to send you exercise and advice sheets. Any communications of a more sensitive nature are carried out either in person or by telephone conversation, in a confidential manner. If any highly sensitive information needs to be sent by e-mail, this will be done by encrypted e-mail. The most appropriate form of communication will be used for each circumstance. If you have a preference for a mode of communication, please make this known and this will be accommodated as much as possible.
We have a WhatsApp group set up, which can only be inputed by Cfraserphysiotherapy and is for information regarding Pilates classes. You will be asked if you want to join this group when you start classes and can opt out of this at any time by removing yourself from the group.
We have a duty to process your data in order to provide you with our services. We need your medical/health information to ensure that any treatment given or classes booked onto are safe and appropriate for you and this also gives us a better picture of what your needs are which helps us provide individualised advice and treatment.
We may share this information with other health care professionals such as your GP for purposes of your care and this will be discussed with you prior to a referral being made, unless it is deemed necessary and/or urgent and it is not possible to check with you first. Your records may also be shared for purposes of lawful disclosure, if required to do so by a court of law or to comply with the law.
How we store your personal information
Your physiotherapy records may include completed registration forms, written records of any assessments, treatments and/or relevant discussions regarding your physiotherapy care, whether in person or by phone or from messages sent by sms, WhatsApp or e-mail. These are kept in paper format (stored securely) or on appropriate devices with password/face recognition/fingerprint protection, depending on the mode of collection. All this data is only accessed by the data controller for their intended purposes.
There is a legal requirement for physiotherapy records to be kept for a minimum retention period.
After the required time, your records will be disposed of by burning paper records and permanently deleting any electronic data.
Your data protection rights
Under data protection law, you have rights including:
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. Please note that for physiotherapy records, this needs to be done in a way which still shows the original information.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
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.
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.
Please contact Christine Fraser at email@example.com if you wish to make a request or for further information.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at firstname.lastname@example.org.
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
Cheshire SK9 5AF
Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk