Logo: orkney physiotherapy logo
This privacy notice tells you what to expect us to do with your personal information.
. Contact details
. What information we collect, use and why
. Lawful bases and data protection rights
. How long we keep information
. Who we share information with
. How to complain
Contact Details
Data Controller - Paula Hemsley Tel 07815765031 01856 851036.
email orkneyphysiotherapy@live.co.uk
What information we collect and why
We collect or use the following information to provide patient care:
Name, address and contact details, gender, date of birth, next of kin details including any support networks, Health information(including medical conditions, allergies, medical requirements and medical history), appointment data, Information about care needs( including disabilities, home conditions, medications and dietary requirements and general care provisions), test results( including psychological evaluations, scans, blood tests, x-rays, tissue tests and genetic tests), records of meetings and decisions.
We also collect the following special category information to provide patient care. This information is subject to additional protection due to its sensitive nature: Health information
We collect or use the following personal information to comply with legal requirements: Name, Contact information, Health & safety information, any other personal information required to comply with legal obligations.
We also collect the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature: Health information.
We do not sell or share your infrormation for market research purposes.
We collect or use the following personal information for dealing with complaints or queries: Name and contact details, address, patient accounts and records.
We also collect the following special category information for dealing with queries or complaints: Health information.
Lawful bases and data protection rights
Under UK data law, we must have a "lawful basis" for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO's website httpps://www.ico.org.uk
Which lawful basis we rely on may affect your data protection rights which are set out below in brief.
Your right of access - you have the right to request for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify or delete personal information you think is inaccurate.
Your right to erasure - You have the right to ask us to delete your personal information.
Your right to restriction of processing- You have the right to ask us to limit how we can use your personal information.
Your right to object to processing -You have the right to object to the processing of your personal data.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation.
Your right to withdrawl consent - When we use consent as our lawful basis you have the right to withdrawl your consent at any time.
If you make a request, we must respond within a month. To make this request please use the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collection or using personal information to provide patient care are:
Consent- we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. You do have the right to withdraw your consent at any time.
Legal obligation- we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests- We're collecting or using your information because it benefits you, our organisation or someone else, without causing undue risk of harm to anyne. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
to provide effective patient care we need to obtain information from our clients to ensure that if we have any concerns or need to update others involved in their care eg consultants, GP's, other health & social care providers, insurance companies, employer we are able to do effectively by sharing this information. Sometimes referral to other services eg ageing well, occupational therapy which are for the benefit of the patient may be done but only with their consent and knowledge, using the personal information we have obtained from them.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Vital interests- Collecting or using the information is needed when someone's physical or mental health is at urgent or seroius risk. All of your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases for collection or using personal information to comply with legal requirement are:
Consent - We have permission from you after we gave you all the relevant information. All of your protection rights may apply, except the right to object. You do have the right to withdraw consent at any time.
Legal obligation- we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests- We're collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: our professional, legal and stauatory requirements mean that we have to collect information about our patients and share this with relevant bodies involved in their care. At the time of assessment personal information is gained from the individul for the purpose of taking notes/record keeping. Information is kept in a locked filing cabinet and only accessed by the data controller- Paula Hemsley.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
Directly from you or family member or carer.
How long we keep information
All physiotherapy notes are kept for 6 years as per NHS Scotland physotherapy record retention policy. Notes are kept in a locked filing cabinet which only the data controller- Paula Hemsley, has access to. Notes are shredded when they have been retained for 6 years.
Who we share information with
Other health proviers(Gp's, consultants), insurance companies, care providers, organisations we need to share information with for safeguarding, local authorities or councils, oraganisations we're legally obliged to share personal information with, current employers
Duty of confidentiality
We are subject to a common law of confidentialty. However, there are circumstances where we will share relevant health and care information. These are where: you've provided us with your consent, we have a legal requirement (including court orders) to collect, share or use the data;
on a case by case basis, the public interest to collect, share and use the data overrides the public interest served by by protecting the duty of confidentiality( for example sharing information with the police to support the detection or prevention of serious crime)
In scotland- We have the authority to share provided by the chief medical officer for Scotland, the chief executive of NHS Scotland or other similar governance and scrutiny process.
How to Complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this page. If you remain unhappy with how we have used your data after raising a complaint with us, you can complain to the ICO
ICO address- Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
0303 123 1113
website: https//www.ico.org.uk/make-a-complaint
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