At Pickwick Physiotherapy we are committed to protecting and respecting your privacy. This Policy explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and what choices you have. It relates to all our business activities, not just this website. We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our services, you’re agreeing to be bound by this Policy. Any questions regarding this Policy and our privacy practices should be sent by email to firstname.lastname@example.org, or call 01249 588008. Date: 10/05/2018 Review Date: 10/05/2019 Author: Jane Clarke, Practice Principal 1. Who are we? We are Pickwick Physiotherapy, a Physiotherapy practice treating patients with musculoskeletal problems such as sports injuries, postural problems, neck and back complaints and post-operative rehabilitation. In keeping with our total body approach, we also treat a range of other conditions perhaps not traditionally associated with physiotherapy, such as shortness of breath and difficulties clearing phlegm. We also provide Pilates 1:1 and acupuncture. Pickwick Physiotherapy is managed by Jane Clarke. Full contact details can be found on the ‘Contact’ page of our website. 2. How do we collect information from you? We obtain information about you when:
- you visit our website
- you contact us via our website to enquire about any of our services
- you book and attend appointments for any our services
- you leave a comment or review on our facebook or twitter feed.
- we receive communication from multidisciplinary professionals involved in your care
- we receive communication from other healthcare intermediaries involved in your care
- we receive communication from your health insurance company if applicable
Clinical & Invoicing
Patient details, treatment and invoicing records
To provide a record of clinical care
Write Upp practice management software Unique password for each team member. stored on the WriteUpp’s secure servers within the European Union (EU). Hosted on secure data centre managed by WriteUpp’s hosting partner with 24/7 manned security, CCTV, biometric access to the facility and restrictive access to the internals of the building based on authorisation levels.
Clinical treatment and accounts records held for 8 years in accordance with existing policies and current legislation. Records relating to children and young people must be kept until the patients 25th birthday, or 8 years after the last entry if longer
Telephone answering service
Patient name and telephone number, reason for call and insurance details if applicable
To provide a record of patient contact including making, changing, cancelling appointment.
Clinic Answer Data is protected by Endpoint Security by Symatec. All messages to Pickwick team are via Microsoft 365 (GDPR compliant). Acronis software to back up data and hold securely in a European Data Centre.
Patient name , telephone number, email and brief summary of request
To provide patients with easy access point for enquiries.
Website contact form and via email@example.com.
Patient email for receipt if requested
To provide a record of payment to the patient
SUM UP Unique password for each team member. Data sheet shows time of transaction and time no patient details or bank details
Website visitor behaviour (anonymised – full IP address is NOT stored)
To analyse website visits so we can improve our users experience.
Data retention period set to 14 months NB: not personal data
- Data minimisation
- Password best practice
- Security best practice concerning devices (PCs, laptops, mobile devices), online accounts, website hosting, physical access and storage
- Staff training and accountability on data protection