WHO WE ARE
Our organization, Pro-Am Sports Injury Clinic includes at the time of writing one Sports Therapist
Jenna Wheatman BSc (Hons) MSST
IN THE CLINIC
PRIMARY PURPOSES FOR COLLECTING PERSONAL INFORMATION during sports therapy services including health plans
Like all Sports Therapists, we collect, use and disclose personal information in order to serve our clients. For example, we collect information about a client’s health history, including their family history, physical condition and function and social situation in order to help us assess what their health needs are, to advise them of their options and then to provide the health care they choose to have. A second primary purpose is to obtain a baseline of health and social information so that in providing ongoing health services we can identify changes that are occurring over time.
As a client of our services we will collect the following information:
Contact information such as address, phone number, and email address
Demographic information such as Date of birth and GP surgery
Website enquiry information
Information on how you came to know about our clinic
Demographic information such as preferences and interests
How we use your Personal Information
Pro-Am Sports Injury Clinic may use your Personal Information only for the following purposes
– To provide clinical services and treatments to you
What we do with the information we gather?
We require this information for internal record keeping in order to comply with our UK professional healthcare regulations and also to help provide the best service to you that we possibly can.
We may from time to time need to communicate with other members of healthcare professionals, though we will only do this with your permission.
We may periodically send promotional emails about new products, services, special offers or other information which we think you may find interesting using the email address which you have provided, we will only do this if you have “signed up” to our email newletter list through our website and run through Mailchimp.
How we collect your Personal Information
We may collect your Personal Information in a number of ways including, but not limited to:
Directly from you, for example: the information you provide to Jenna Wheatman in any Patient Information Sheet during the course of providing clinical services to you, from your guardian or responsible person (where practicable and necessary) or from any other involved healthcare specialist with your written consent.
PROTECTING PERSONAL INFORMATION
We understand the importance of protecting personal information. For that reason, we have taken the following steps:
Paper information is either under supervision or secured in a locked or restricted area.
Electronic hardware is either under supervision or secured in a locked or restricted area at all times. In addition, passwords are used on computers.
If referral is necessary your details can only be passed on with your written consent (can be electronic) the person to whom the data is passed onto must also comply with gdpr practices. Files are sent as a pdf so no one can alter the text.
We tend to only hold digital records
RETENTION AND DESTRUCTION OF PERSONAL INFORMATION
We need to retain personal information for some time to ensure that we can answer any questions you might have about the services provided and for our own accountability to external regulatory bodies. However, we do not want to keep personal information too long in order to protect your privacy.
We keep all your data for 8 yrs if you use us just the once. If you are a regular then your deatils will be kept for 8 yrs after your last appointment. If u18 your records will be kept up until the age of 25.
We destroy paper files containing personal information by shredding. We destroy electronic data with deletion.
YOU CAN LOOK AT YOUR INFORMATION
With only a few exceptions, you have the right to see what personal information we hold about you. All you have to do is ask. We can help you identify what records we might have about you. We will also try to help you understand any information you do not understand (e.g., short forms, technical language, etc.). We will need to confirm your identity. We reserve the right to charge a nominal fee for such requests.
If there is a problem we may ask you to put your request in writing. If we cannot give you access, we will tell you within 30 days if at all possible and tell you the reason, as best we can, as to why we cannot give you access.
If you believe there is a mistake in the information, you have the right to ask for it to be corrected. This applies to factual information and not to any professional opinions we may have formed. We may ask you to provide documentation that our files are wrong. Where we agree that we made a mistake, we will make the correction and notify anyone to whom we sent this information. If we do not agree that we have made a mistake, we will still agree to include in our file a brief statement from you on the point and we will forward that statement to anyone else who received the earlier information.
Our contact details are telephone 01723 363332
You have a right to complain if you are not satisfied with the way your data has been managed. If you need further advice you can contact the ICO on 0303 123 113.
In running and maintaining our website we may collect and process the following data about you:
Information provided voluntarily by you. For example, when you register for information.
Information that you provide when you communicate with us by any means.
We do not store any of this info unless we give general advice, which we keep digitally for 6mths before deleting. If you are an existing client, this will be added to your private notes.
STORING YOUR DATA
We do not store any of your personal information given when contacting us through our contact forms. Unfortunately the sending of information via the internet is not totally secure and on occasion such information can be intercepted. We cannot guarantee the security of data that you choose to send us electronically. Sending such information is entirely at your own risk. We do not pass any of your details on to third parties.
COVID-19 – information gathered and stored
Consent forms are in place to check
- There has not been contact with anyone with Covid-19, in the last 14 days, to your knowledge
- There have not been any symptoms: – dry cough, temp over 37.8°C, loss of smell and/or taste etc. refer to client information sheet.
- Should the client contract the virus they must inform the therapist as soon as possible
- Should the client contract the virus we are obliged to inform NHS Track & Trace
There will also be a signed declaration from the therapist stating the same declaration
All first-time and follow-up consultations will be carried out either on the phone or via video conferencing rather than face to face if risk of infection transmission is too high.