‘Personal information’ means any information that can identify you.
‘We’ means The Oadby House Clinic.
We collect and process data because we have a legal obligation to do so.
What information we collect and when
We collect and process information when you telephone the clinic to make an enquiry or appointment, when you email us, when you access our online booking system via a website or if you visit the clinic in person. We may ask you for; Your name, date of birth, address, telephone number, either landline or mobile or both and your email address.
At your appointment, we will ask for information regarding your health, your previous health and information regarding the condition you are seeking advice about. We will also ask for information regarding any activities you undertake, your employment and any medication you take. We will also record the findings of your physical examination.
How we store this information
We use written records to store the information that relates directly to your episode of care and also electronic records that are hosted by a third party (private practice software PPS). The written records are stored in a filing cabinet which is locked.
How we use this information
We use this information to provide a legal record of any treatment or advice we provide ,to ensure continuity of care, to contact you in regards to your ongoing treatment including sending exercises by email and to contact you if new information or treatments become available that may be of benefit to you. We may pass information with your permission to other medical professionals who may be involved in your care. We may use your information for quality feedback purposes and for audits within the clinic.
We do not pass on your information for commercial purposes and take all reasonable steps to ensure that all information is kept up-to-date and rectified if necessary. It is your responsibility to inform us of any personal information changes.
How long do we keep personal information?
We have a legal obligation to retain records for eight years after the conclusion of treatment. If the record relates to a child or young person, records must be kept until the patients 25th birthday or eight years after death. We may retain electronic records indefinitely for use if you return for another episode of care and for analytical purposes.
How do we protect your information.
We take organisational and technical security measures to protect information against unauthorised disclosure or unlawful processing.
You are entitled to a copy of the personal information we hold about you and to have any discrepancies rectified. You can do this by written request to the address at the start of the policy.
Disclosure of your information.
We may pass information with your permission to other medical professionals who may be involved in your care; this may include GPs, consultant, insurers, occupational health department or other health and care professions.
This information may be passed on in the form of written letter; which is either given to you if this is the case, the letter becomes your responsibility and the protection of its contents your responsibility, or if you request it, the letter can be posted by standard Royal mail. If the information is passed electronically via email and we will take reasonable precautions to transmit the information securely.