Privacy Policy

Details of PH Sports Therapy

Address:
The Annex Studios, 18 Sheep Street, CV21 3BU, Rugby.

Telephone:
+447787416156

The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR) (GOV.UK). The GDPR is the legal regulation that has been put into place to safeguard individuals’ personal information. This privacy policy details the lawful basis for PH Sports Therapy to hold information about our clients, who it is shared with, why the information is required, how the information is used and protected and details the rights the individual has to access or request their information or for their information to be amended or to withdraw consent.

1. What is personal data?

Personal data is information that relates to an identification of a person such as name, age, address, date of birth, gender, contact details, health conditions and interventions.

2. What information do we collect?

We collect information about you when you use our ‘contact form’ or book one of our services. The personal data collected is:

Title, Name, Date of Birth, Gender, Occupation
Contact details including email address, telephone number and home address
Medical History and other health related information provided on consultation form’s and discussed during all treatments.
Assessment and treatment details which will be recorded electronically after each appointment
Record of appointment details held electronically

3. Why do we need to collect personal information?

For an effective and safe treatment, we require current and previous medical history to provide you with the best possible course of treatment, advice, interventions, and referrals where necessary.

Personal contact information is required to arrange appointments and send reminder emails.

As a registered member of the Sports Therapy Association, we abide by their Codes of Conduct, Ethics and Standards of Practice (Revised May 2023).

Objection to the collection of your personal data will lead to us not being able to make an appointment or provide you with any of our services.

4. How will we use your information?

We use your personal information to make appointments and send friendly reminders of your appointment details or to change and alter appointment details.

We use your personal medical history to provide a safe and effective treatment and if necessary, we will use your information to refer for further investigations to another healthcare practitioner. This will only be completed with your written consent.

5. How long will we keep your information?

We are required to keep your information and personal treatment notes for 7 years after your last treatment for insurance purposes.

We have an annual review of all client records and destroy any records that no longer fit the regulated legal timescale.

6. Security Policy

Your data is stored on a computerised software. To ensure your data is secure no information is shared with third parties.

The software used is Cliniko which hold a strong encryption. They use HTTPS (end-to-end encryption) when data is sent between the therapist and Cliniko. They use a 2048-bit SSL certification for encryption in transit. All data is encrypted at rest and backed up daily, using the industry-standard AES-256 encryption algorithm. Cliniko is monitored 24 hours a day, 7 days a week, 365 days a year. If something does go wrong, they’ll be the first to know about it and will jump into active straight away! Thus, giving the client and therapist peace of mind.

Telephone numbers and email addresses are recorded on a password protected mobile.

Booking appointments online, 50% of your full treatment fee will be charged. Online payments will be taken by Stripe. To see their full privacy policy, please visit https://stripe.com/en-gb/privacy#1-personal-data-that-we-collect-and-how-we-use-and-share-it (Last updated January 2023).

After your treatment the remaining 50% of your treatment fee will be charged. If using Card, a Zettle card machine will be used. To see their full privacy policy, please visit https://www.zettle.com/gb/legal/privacy-policy (Last updated February 2021).

7. Data Breach

In the event of a data breach, which consists of a breach of security leading to destruction, loss, alteration, unauthorised disclosure of or access to personal data, PH Sports Therapy understands ICO need to be notified where it is likely to result in a risk to the rights and freedom of individuals. In the event of a data breach, all parties will be notified without delay.

8. Your Rights

The GDPR May 18 gives an individual: -

The right to be informed as to how personal information will be both used and held. This is contained within this document.
The right to access your personal information so individuals know what is held about them and they can confirm it.
The right to rectification if there is something incorrect or incomplete.
The right to have information deleted.
The right to limit how the information is used or shared.
The right to portability. Under certain circumstances a copy of electronically held information can be requested so it can be reused in other systems.
The right to object if there are certain parts of an individual’s information that they do not want used or to be used only for certain purposes.
Rights in relation to automated decision-making and profiling.
The right to lodge a complaint with the Information Commissioner’s Office. An individual can complain to the ICO if the individual feels the information held is incorrect or not being used in the permission was granted or if information is being held unnecessarily.

Full details of individual’s rights can be held at: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/

Should you wish to exercise these rights, the contact details stated on page 1 should be used.

9. Access to your information and correction

If you would like a copy of ALL or specific personal information, please contact us on phsportstherapy@outlook.com or write to us at the following address: PH Sports Therapy, The Annex Studios, 18 Sheep Street, CV21 3BU. As mandated by law we will not charge a fee to process these requests, however, if your request is repetitive, wholly unfounded and/or excessive, we are entitled to charge a reasonable administration fee.

You may ask us to correct or remove information you think is inaccurate.

10. Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information e.g., how long visitors stay on our website. This information is used to track visitor use of the website and to compile statistical reports on website activity.

For further information visit www.google.com/policies/technologies/cookies

You can set your browser not to accept cookies and the above website tell you how to remove cookies from your browser. However, some of our website features may not function as a result of not accepting.

11. Changes to our Privacy Policy

We keep our privacy policy under regular review, and we will place any updates on this web page. This privacy policy was last updated on 16th August 2023.