Prestons Health at Thorpe Wood, Oundle Medical Practice and Oundle School, and, www.prestonshealth.co.uk is brought to you by Prestons Health whose address is Prestons Health, within David Lloyd, Thorpewood Business Park, Longthorpe, Peterborough, PE3 6SR. Registered in England No. 4664144
Why you should read this policy
For the purposes of the Data Protection Act 1998, the GDPR and the Data Protection Bill when in force with all other relevant legislation, Helen Preston (Director) and Denise Brown (Practice Manager) are the Data Controllers and are responsible for, and control the processing of, your personal data.
Personal Data we may collect about you
Information that you provide
Personal information about you (such as your name, email address and phone number) will be obtained whenever you complete an Initial online booking on our website.
We will also obtain personal information you provide when you fill in Patient Consent Forms that we provide you with at your Initial Assessment at our clinic, feedback via letters or emails, post material, contact us for any reason and by any medium, sign up to a service, make purchases through the website, share information via the Website’s social media functions, enter a competition, complete a survey or report a problem at the Clinic or on the Website.
We will ask you to provide sensitive personal data before providing any treatment services to you.
We may retain a record of any contact you make with us.
Personal Information about Children (Under 16) and Vulnerable Adults
If you give us information on behalf of someone else, you confirm that the other person has appointed you to act on his/her behalf and has agreed that you can:
- Give consent on his/her behalf to the processing of his/her data
- Receive on his/her behalf any data protection notices
- Give consent to any transfer of his/her data
Information to/from Third Parties
Occasionally we may receive information about you from other sources such as Insurance Companies, Injury Management Companies, GP, Consultant, Solicitors and Case Managers which will be added to the information already held about you in order for us to help supply or services to you.
We will usually respond to these third parties with reports or letters of findings, progress or recommendations for treatments which we do not provide i.e. MRI Scans, X-Rays, Blood Test etc. These reports or letters will contain your information including name address and date of birth and about your treatment so that the receiving party can locate you on their files and update their information. These reports or letters will only be sent to the intended recipient.
Information that will be collected automatically
Device information: We may also collect information about your device each time you use the Website. For example, we may collect information on the type of mobile device that you are using and its unique device identifier (for example, the IMEI number, the device’s mobile phone number, or the MAC address of the device’s wireless network interface), the type of mobile browser that you are using, the mobile operating system that you are using, mobile network information and the time zone setting.
Information on your device: We may also collect information which is stored on your device each time you use the Website. For example, we may collect contact information, login information, friends lists, photos, videos and other digital content with your prior consent.
Location data: We may also collect information to determine your location using GPS technology or such other location tracking software we may use from time to time. Some of the features of the Website may require access to such location data to work. If you would like to use any such feature, you will be asked to consent to provide such location information. You can withdraw your consent to providing this information at any time by emailing email@example.com or contacting us via the contact details at the bottom of this policy.
How your personal data will be used
We will use your personal data for the following purposes:
- to help identify you, your patient records and any accounts you hold with us.
- research, statistical analysis and behavioural analysis;
- customer profiling and analysing your purchasing preferences;
- marketing—see ‘Marketing and opting out’, below;
- fraud prevention and detection;
- billing and order fulfilment for purchases made through the Website;
- credit scoring and credit checking—see ‘Credit checking’, below;
- customising the Website and its content to your particular preferences;
- billing purposes including sending invoices for treatments
- to notify you of any changes to our services that may affect you
- improving our services and products
Marketing and opting out
If you give your consent, we may share your personal data with organisations who are our business partners and we or they may contact you (unless you have asked us or them not to do so) by mail, telephone, sms, text/picture/video message, email, about products, services, promotions, special offers and charitable causes that may be of interest to you. If you prefer not to receive any further direct marketing communications from us or our business partners, you can opt out at any time. See further ‘Your rights,’ below.
Disclosure of your personal data
We may disclose your personal data to:
- All healthcare practitioners who work at Prestons Health
- Your doctor, GP or other medical professionals
- Other companies or businesses that are connected to your care with Prestons Health, for example, insurance companies, injury management companies, solicitors, case workers etc.
- our agents and service providers;
- law enforcement and regulatory agencies in connection with any investigation to help prevent unlawful activity or as otherwise required by applicable law;
- business partners in accordance with the ‘Marketing and opting out’ section above
Keeping your data secure
We use technical and organisational measures to safeguard your personal data, for example:
- We store your personal data on secure servers which is backed up daily off site.
- We do not store any payment details that are taken over the phone.
- All paper files (Front Sheets, Initial Assessments, Copies of Letters etc.) are scanned to the data base and the originals are kept secure for three months and then shredded.
- Payment details are encrypted using SSL Technology
While we use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet.
Transfers of data out of the EEA
We will make reasonable efforts to ensure that your data is not transferred outside the European Economic Area (EEA). Where we use data servers that may transfer data out of the EEA we will take steps to ensure adequate protections are in place to ensure the security of your information and give you remedies in the unlikely event of a security breach.
All information you provide to us is stored with secure data processors for the purposes of storing your data, accounting purposes and social media purposes for example. A copy of your information is also stored securely on our internal server and computers where access is restricted.
Please note that any processors we utilise that may transfer your data to the US, comply with the EU-US Privacy Shield Framework, which is a mechanism that ensures compliance with EU data protection requirements when transferring personal data from the European Union to the United States. You can learn more about Privacy Shield here: https://www.privacyshield.gov/welcome
While we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us using our contact details at the bottom of this policy.
What you can do to keep your information safe
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity thief, viruses and many other online problems, please visit www.getsafeonline.org . Get Safe Online is supported by HM Government and leading businesses.
We may monitor and record communications with you, such as telephone calls, emails and letters, for the purpose of quality assurance, training, fraud prevention and compliance.
Your Consent and Rights of Access
You can change your mind or remove or amend your consent at any time.
- You have the right of access to your personal records or any other information that we hold about you. There is no administrative charge for this service.
- You have the right to rectify any errors in the data we hold about you. If any data or information we hold about you is inaccurate, or out of date, please contact us and we will correct this immediately.
- You have the right to have the data we hold about you erased.
- If you wish us to continue to store your information but wish us to keep your data separate and not process it in any way, please let us know and we will do so.
- You have the right to ask us to stop processing your personal data for direct marketing purposes. You may also specify that you object to direct marketing by particular channels such as by email or telephone. If this is the case, please specify the channels you are objecting to in your communications with us.
- You have the right to portability. If you wish to obtain your data for your own purposes across different services, we will provide this information to you in a CSV file. There is no administrative charge for this service.
- You have the right to object to any direct marketing.
To revise your consent, access, amend or remove your records or assert any of your rights set out above, you should send your request in writing to us at Prestons Health, within David Lloyd Club, Thorpe Wood Business Park, Longthorpe, Peterborough, PE3 6SR, or, via email to firstname.lastname@example.org
You will need to provide proof of identity and address (eg a copy of your drivers licence or passport, and a recent utility bill) and specify the personal data you want access to, amended or removed.
How long we will store your data
We will store you data for as long as necessary for the purpose of processing. The data will be deleted in the following circumstances:
- You have withdrawn your consent to data processing
- The original purpose for processing the data is no longer relevant or cannot be performed any more.
- The data is no longer up to date or accurate
- keep track of the items stored in your shopping basket and take you through the checkout process;
- recognise you whenever you visit the Website (this speeds up your access to the Website as you do not have to log on each time);
- obtain information about your preferences, online movements and use of the internet;
- carry out research and statistical analysis to help improve the Website content, products and services and to help us better understand our visitor and customer requirements and interests;
- target our marketing and advertising campaigns and those of our partners more effectively by providing interest-based advertisements that are personalised to your interests; and
- make your online experience more efficient and enjoyable.
Consent (notification on home page)
Third party cookies
We work with third-party suppliers who may also set cookies on the Website which, for example, we may use to display video content. These third-party suppliers are responsible for the cookies they set on our Website. If you want further information, please go to the website for the relevant third party. You will find additional information in the table below.
Description of cookies and similar technologies
The cookies that we utilise on our Website are placed to fulfil such functions as allowing visitors to share content with a range of networking and sharing platforms, analysing how you use the Website and giving you a better more personalized experience.
Our Website uses the following cookies:
- Session cookies expire at the end of your browser session and allow us to link your actions during that particular browser session.
- Persistent cookies are stored on your device in between browser sessions, allowing us to remember your preferences or actions across multiple sites.
How to turn off cookies
If you do not want to accept cookies, you can change your browser settings so that cookies are not accepted. If you do this, please be aware that you may lose some of the functionality of the Website. For further information about cookies and how to disable them please go to: www.aboutcookies.org or www.allaboutcookies.org.
Our contact details
We welcome your feedback and questions. If you wish to contact us, please send us an email to email@example.com. You can also write to us at at Prestons Health, within David Lloyd Club, Thorpe Wood Business Park, Longthorpe, Peterborough, PE3 6SR
We may change this policy from time to time. You should check this policy frequently to ensure you are aware of the most recent version.
Data Protection Supervisory Authority
The Data Protection Supervisory Authority in the UK is the Information Commissioners Office. Should you have any complaints about the way we handle your data, you may direct them to the ICO. More information on the ICO can be found on their website here: https://ico.org.uk
TERMS AND CONDITIONS
1. DEFINITIONS AND INTERPRETATION
1.1 In this agreement the following words have the following meanings:
- “You” or “Your” means the Client, or if the client is under 16 years of age the Client’s Parent or Guardian, “Services” means Physiotherapy, Podiatry, Acupuncture or Sports Massage services.
- The “Practice” means Prestons Physiotherapy Ltd, its officers, employees, agents or contractors.
- “Practitioner” means a Chartered Physiotherapist, Acupuncturist, Podiatrist or Sports Massage Therapist “Appointment Fee” means the standard cost of the Initial Assessment, Consultation/Treatment, or Massage booked as detailed in our published price list, without any applicable discounts considered.
1.2 Any reference to a statutory provision includes all re-enactments and modifications of it and any regulations made under it.
1.3 The headings in this agreement have been inserted for convenience only. They do not form part of this agreement and do not affect its interpretation.
2. CANCELLATION OF AN APPOINTMENT, CHANGES TO AN APPOINTMENT BY THE CLIENT, OR FAILURE TO ATTEND.
2.1 In making an appointment at the Practice, the Client agrees to give the Practice a minimum of twenty four (24) hours notice to cancel or change the appointment.
2.2 Where sufficient notice, as in clause 2.1, of change or cancellation of an appointment is not received by the practice the Client will be liable in full for the Appointment fee.
2.3 If the Client fails to attend an appointment without sufficient notice, as in clause 2.1, the Client will be liable in full for the Appointment fee.
2.4 Where a third person/party makes an appointment for the Client, it is that persons responsibility to make the Client aware of our cancellation terms.
2.5 Where an email, answer phone message, or any other notification to inform the Practice that an appointment is to be cancelled has been left, or instructed to be left, it is the Clients responsibility to confirm that the Practice has received this information.
2.6 If the Client fails to attend an appointment that has not been cancelled the Client will be deemed to have breached clause 2.1
2.7 If the Client arrives late for an appointment the Practitioner is at liberty to decide to either treat the client for the remainder of the appointment time booked, or to decide that treatment within the remaining appointment time booked in not appropriate. In either event the full Appointment Fee will be payable by the Client (less any discount for payment on the day of treatment).
3. CANCELLATION OF APPOINTMENT BY THE PRACTICE.
3.1 Should the Practice be required to cancel a Clients appointment, the Practice is not subject to a minimum notice of cancelation.
3.2 The Practice will not be liable for any charges or for any costs incurred by the Client as a result of or relating to cancelling the Clients appointment.
4. PRIVATE HEALTHCARE.
4.1 It is the Clients responsibility to ensure that the Client insurance provider will cover the cost of the Clients treatment by the Practice prior to receiving treatment.
4.2 It is the Clients responsibility to check their policy for any excess amounts payable and for inform the Practice of any excess amount prior to receiving treatment.
4.3 It is the Clients responsibility to check their policy for any limits to treatment (cost or number of treatments) and manage their appointments to within their policy limitations.
4.4 Should the clients insurer either: Advise the Practice that they will not make payment of an invoice, or fail to pay an invoice within 90 days of submission by the Practice, the Practice will invoice the Client for the amount unpaid.
4.5 An invoice and then a subsequent letter requesting payment of the invoice will be sent free of charge. Any further correspondence relating to the unpaid invoice will incur an administration charge per item.
4.6 It is the Clients responsibility to manage and resolve any disputes or problems arising over payment from their insurer.
5. RECOVERY OF OUTSTANDING ACCOUNTS
5.1 In the event that the Practice is required to take action to recover payment of an outstanding invoice, the Client accepts fully liability for all additional administrative and recovery costs incurred by the Practice and/or a third party debt recovery agent, in recovering payment.
5.2 In the event that the Practice is required to take action to recover payment of an outstanding invoice, the Client accepts fully liability for all additional administrative and recovery costs incurred by the Practice and/or a third party debt recovery agent, in recovering payment.
5.3 An invoice and letter, then a further letter requesting the Client resolves their unpaid account will be sent free of charge. All further correspondence will incur an administration fee of £10.00 per correspondence.
5.4 Any additional recovery charges will be added to the amount to be recovered.
6. GOVERNING LAW AND JURISDICTION
6.1 This agreement shall be governed by and interpreted in accordance with the law of England and Wales.
6.2 The parties to this agreement submit to the exclusive jurisdiction of the English Courts in relation to any claim, dispute or matter arising out of or relating to this agreement.