This Policy is intended to apply to My Online Physio which is part of Arista Physio Limited, a company registered in England at 71-75 Shelton Street, Covent Garden, London WC2H 9JQ with company number 10987953.
This document refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.
The General Data Protection Regulation (GDPR) which is EU wide and far more extensive than its predecessor the Data Protection Act, along with the Privacy and Electronic Communications Regulations (PECR), seek to protect and enhance the rights of EU data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU and its storage within the EEA.
1 - Arista Physio Limited, 71-75 Shelton Street, Covent Garden, London WC2H 9JQ is pleased to provide the following information:
2 - Who we are
We diagnose and treat health conditions under guidelines set out by the Chartered Society of Physiotherapy. Our physiotherapists are regulated by the Health and Care Professions Council. We may also provide other treatments, about which our staff will be pleased to provide more details.
3 - Personal Data
a) For the purposes of providing treatment, we may require detailed medical information. We will only collect what is relevant and necessary for your treatment. We will make notes which may include details concerning your medication, treatment and other issues affecting your health. This data is always held securely, is not shared with anyone not involved in your treatment. To be able to process your personal data it is a condition of any treatment that you give your explicit consent to allow us to document and process your personal medical data. Contact details provided by you such as telephone numbers, email addresses, postal addresses may be used to remind you of future appointments and provide reports or other information concerning your treatment. As part of our obligations as primary healthcare practitioners there may be circumstances related to your treatment, on-going care or medical diagnosis that will require the sharing of your medical records with other healthcare practitioners e.g GPs, consultants, surgeons and/or medical insurance companies. You may withdraw consent by simply informing us.
b) For marketing purposes, we may also use the contact details provided by you to respond to your enquiries, including making telephone contact and emailing information to you which the practice believes may be of interest to you.
c) In making initial contact with us you consent to us maintaining a marketing dialogue with you until you either opt out (which you can do at any time) or we decide to desist in promoting our services. We do not broker your data and you can ask to be removed from our marketing database by emailing or phoning the practice using the contact details provided at the end of this Privacy Notice. In reality, it is very unlikely we will ever send you marketing information.
d) Some basic personal data may be collected about you from the marketing forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to, personally identifying information like Internet Protocol (IP) addresses.
e) Our website uses cookies, which is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. Our website uses cookies to help us to identify and track visitors and their website access preferences. Our website visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using our website.
f) Should you contact us we may also collect your Name, Email address, phone number via. Our legal base for collecting this information will be your consent expressed when you voluntarily and on your own initiative decided to contact us by using these forms. The purpose of this information will be only to make an appointment or to identify who wants to contact us so to be able to respond.
g) We will only collect the information needed so that we can provide you with the services you require, the business does not sell or broker your data.
4 - Legal basis for processing any personal data
To meet our contractual obligations obtained from explicit Patient Consent and legitimate interest to respond to enquiries concerning the services provided.
5 - Legitimate interests pursued by us
To promote treatments for patients with all types of health problems indicated for your best care.
6 – Consent
Through agreeing to this privacy notice you are consenting to our processing your personal data for the purposes outlined. You can withdraw consent at any time by using the postal, email address or telephone number provided at the end of this Privacy Notice.
7 – Disclosure
We will keep your personal information safe and secure, only administrative and clinical staff engaged in providing your treatment will have access to your patient records. The clinic will not disclose your Personal Information unless compelled to, in order to meet legal obligations, regulations or valid governmental requests. The practice may also enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of its staff.
8 - Retention Policy
We will process personal data during the duration of any treatment and will continue to store only the personal data needed for eight years after the contract has expired to meet any legal obligations. After eight years all personal data will be deleted, unless basic information needs to be retained by us to meet our future obligations to you, such as erasure details. Records concerning minors who have received treatment will be retained until the child has reached the age of 25.
9 - Data storage
All Data is held in the United Kingdom. We do not store personal data outside the EEA.
10 - Your rights as a data subject
At any point whilst we are in possession of, or processing your personal data, all data subjects have the following rights:
Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.
In the unlikely event that we refuse your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge. At your request the we can confirm what information we hold about you and how it is processed.
11 - You can request the following information:
The contact details of the person or organisation that has determined how and why to process your data.
Contact details of our data protection officer, that being Rose Ryan, email RoseRyan@aristaphysio.com
The purpose of the processing as well as the legal basis for processing.
If the processing is based on our legitimate interests and information about these interests.
The categories of personal data collected, stored and processed.
Recipient(s) or categories of recipients that the data is/will be disclosed to.
How long the data will be stored.
Details of your rights to correct, erasure, restrict or object to such processing.
Information about your right to withdraw consent at any time.
How to lodge a complaint with the supervisory authority (ICO).
Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
The source of personal data if it wasn’t collected directly from you.
Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
12 - To access what personal data is held, identification will be required
We will accept the following forms of identification (ID) when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If we are dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made by phoning 07847790953 and asking for Rose Ryan.
13 - Information Recording
We may keep copies or recordings of any correspondence you have between us, including emails, telephone calls, consultations and voice recordings. This may be used for quality and training purposes, and to prevent criminal behaviour.
14 - Complaints
In the event that you wish to make a complaint about how your personal data is being processed by us you have the right to complain to us. If you do not get a response within 30 days, you can complain to the ICO. The details for each of these contacts are:
Rose Ryan, Arista Physio Limited, 71-75 Shelton Street, Covent Garden, London WC2H 9JQ Email: RoseRyan@aritaphysio.com
ICO
Wycliffe House, Water Lane, Wilmslow, SK9 5AF Telephone +44 (0) 303 123 1113
End of Policy. Last Revised November 2020.
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