Our contact details
Name: Ruth Boycott
Phone Number: 07534408610
Name: Hannah Bowden
Phone Number: 07918207281
Therapists are GDPR compliant and are registered with the Information Commissioners Office on the “Register of Data Controllers” as required by the Data Protection Act 1998. All data held by each therapist is processed in accordance with GDPR. Therapists will remain registered with the Information Commissioners Office.
The type of personal information we collect
We currently collect and process the following information:
Identifying information related to you (name, address, phone, email) will be collected if you choose to access the service.
Information relating to your therapy assessments, goals and progress will be collected and documented.
At times, photos and videos may be taken as part of assessment, to record progress or as part of advisory sheets and exercise programmes. Consent will be sought prior to taking photographs or videos and you have the right to review the material taken and to express any objections at the time to the retention of any photographs or videos without explanation. These will be kept in a locked filing cabinet or secure electronic file and will be deleted once viewed. If there is a need to keep photos / videos for a longer period this will be discussed with you.
How we get your personal information and why we collect it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
As outlined above, therapists are legally required to keep relevant, accurate and timely notes following all contacts with clients, carers or professionals involved with your care. This may include assessment forms, treatment records and emails containing information about your therapy input. The information may be digital, photographic or paper records. We acknowledge that the information shared with us to support your rehabilitation is sensitive and confidential and we will treat all information with the upmost respect.
We also receive personal information indirectly, from the following sources in the following scenarios:
Where necessary, we may acquire information from other health and social care professionals and other relevant agencies. For example, your G.P or social worker. However, your consent would always be obtained first.
We may share this information
It is often necessary to share client information with other services involved in your care, such as G.Ps or other health and social care professionals. The Health Care Professions Council, the Royal College of Occupational Therapists and the Chartered Society of Physiotherapists advise that if a client is under the care of more than one therapist then they have a professional duty to liaise with one another to ensure their work is complementary. This will always be discussed with the client / carer first and your full consent will be gained in advance.
Your consent will always be obtained before sharing information with any third parties accept where there is a justifiable reason for disclosure. For example, if there is a significant risk to yourself or others we may be obliged under our duty of care to inform a person in a position to ensure safety of you or those working with you.
All third parties are required to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Use of Email
E-mail is generally the preferred method for communication and will be used to send exercise programmes, reports, letters and other documents. The therapist will refer to the client and family / carers by initials only, in the body of all email correspondence. Confidential documents attached to any emails will be password protected. Whilst all efforts are made to keep emails secure, we are unable to take responsibility for security breaches. If such a security breach were to become apparent, then you will be informed of this. If you would prefer to be contacted using other methods such as by phone or using the postal service then please do let your therapist know.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting:
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a legitimate interest.
How we store, and dispose of, your personal information
Appropriate security measures are in place to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
Client information will either be stored in a locked cabinet or on a password protected and encrypted hard drive.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Information relating to your care will be stored for 7 years. A client’s personal data and rehabilitation information is destroyed securely in line with GDPR 18 and internal policies.
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.
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.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, 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.
If you wish to make a request, or if you have any questions, please contact us at:
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at:
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
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