Privacy policy

New Data Protection Legislation came into force on 25 May 2018. The General Data Protection Regulation (GDPR) builds on the existing Data Protection legislation to help to ensure that your data is handled as you would wish it to be.

Our website address is: totalwomenshealthphysiotherapy.co.uk

1.Website contact forms

Your personal data that you provide in the online contact form is emailed directly to only Shelley Treen, owner of Total Women's Health Physiotherapy. We use this data to enable us to respond to your email enquiry. Once we have responded to your enquiry this data is then deleted.

2. During your physiotherapy appointment

Consent 

When a patient attends Total Women’s Health Physiotherapy we ask them to read and then sign our consent form. By reading, understanding and then signing this consent form patients give their approval for their data handling and storage, as well as their consent for assessment and treatment in the clinic. It is essential that all patients understand what is involved in their assessment, treatment and their data handling prior to commencement of their Physiotherapy sessions. 

Personal Data

Your personal data (name, DOB, address, GP, telephone number and email address) and personal information you have shared during your physiotherapy sessions and associated clinical records are securely held by Total Women’s Health Physiotherapy electronically though our electronic booking and practice documentation software.

All electronic records are securely stored using purpose built clinical software known as Jane which has password protection. The password is only known to Shelley Treen.

This data is used by the Total Women’s Health Physiotherapy team to be able to communicate with you regarding your appointments and treatments (by text, telephone call or email) as well as recording your clinical findings and treatment.

Clinical Notes

These are the clinical details about the injury or problem for which you have attended the clinic. Clinical staff are governed by the Data protection act, the competencies set out by the Health and Care Professions Council (HCPC) and the Chartered Society of Physiotherapy. 

Medical and healthcare notes must be kept in a concise and intelligible way so that is clear a clinician has collected sufficient information and that this information details the individual’s clinical presentation. We must keep this information as evidence that we have treated you as this forms part of your medical history. If you are over 18 years of age at the time of the 1st consultation then we are required by law to keep this for 7 years after you have visited the clinic. If you are under 18 or are pregnant then we must keep the information for 25 years. Should you wish to reflect on your treatment some time afterwards, then having accurate and available notes would support the involved parties.

Summary/Referral Letters

It is sometimes necessary for us to communicate with other health care providers such as GP, nurse, personal trainer/exercise instructor, consultant, massage therapist, osteopath, physiotherapist, or with your health care insurance company in relation to your care and treatment. Communication will be written and sent via post. The team at Total Women’s Health Physiotherapy will always include you in any communication that we have, which is for the purpose of your ongoing care and treatment, by sending you a copy of letter/report. Consent to share this information will be obtained from you before it is shared.

3.What rights you have over your data

Under the GDPR you have the right to request copies of information that we hold about you, the right to correct any mistakes in your information and the right to withdraw these permissions at any time by writing to Total Women’s Health Physiotherapy Practice.

 
4.Where do Total Women’s Health Physiotherapy send your data?

No data is sent anywhere else without prior consent, e.g. a referral letter for your insurance company or other health care professional.

If you have any questions at all about how your data is stored or used please do not hesitate to contact us on: 07465 249355

 
5.Who Owns my Data?

Total Women’s Health Physiotherapy controls the data that is provided from our patients and staff. However, it is the individual themselves who 'own' the data. None of your data will be transferred without your consent. 

 
6.Can I see my clinical notes and the data you hold about me? 

Yes, we can make this information available for you. To obtain information about the notes and data held about you please contact Total Women’s Health Physiotherapy on the telephone number below. A small administration charge is made for this. 

Insurance companies can also request to see the notes. However, you must give your consent for this and we would require written approval from the patient.

 
7.What if I don’t want my data stored?

Should you not wish this information to be kept after your treatment is complete you must be aware that Total Women’s health Physiotherapy is legally bound to retain notes for 7 years or 25 years in the clinic. The law requires that your notes be kept for the required duration. This protects both patient and clinician. You then have the right to ask for the data to be transferred and destroyed. This does not affect our legal obligation