If you cannot make an appointment for any reason please give us at least 24 hours notice so we can offer the appointment time to someone else. You will be charged £10 for any missed appointments if we do not receive appropriate notice. Thank you.
We welcome your feedback. Please complete the form on the contact us page. If your feedback is of a sensitive matter it will be dealt with as soon as possible by the Director, Martha Richardson. She will get in touch with you to resolve the matter.
Under the Data Protection Act 1998 (Subject Access Request) patients can have copies of their records kept by Ambulant Physiotherapy Ltd.
A Consent Form needs to be completed and signed by the patient and an admin charge paid prior to receiving access to the records.
GDPR Privacy Notice – PRIVACY NOTICE February 2022
Ambulant Physiotherapy Ltd is committed to protecting your personal information and this privacy notice relates to our use of your personal information collected from you either in person, by letter, e-mail, via digital Consent Form or over the telephone. It also relates to information about you that is shared with us from someone else e.g., your doctor or insurance company.
‘Personal data’ means any information that is identifiably about you.
‘Special categories personal data’ means ‘sensitive data’ such as health data.
‘We’ means Ambulant Physiotherapy Ltd
We collect and process data because we have a legal or contractual obligation to do so and we ensure that it is adequate, relevant and limited to what is necessary to provide a physiotherapy service to you.
What information we collect
We collect and process information when you telephone the clinic to make an enquiry or book an appointment via call or email, when we receive a referral about you from insurance, or if you visit the clinic in person.
At the point of enquiry or booking we will ask you for personal data: Name, DOB, Address, Tel/Mobile Number, Email address and name of GP surgery.
Our lawful basis for processing your general personal data is contractual in order to identify you, and offer you a physiotherapy service, appointments and billing.
As a part of the assessment, we are required to ask you for information regarding: Your general health, previous health condition, information regarding the condition you are seeking advice about, the activities you undertake, type of employment and activities involved and the medication you take.
We will also record the findings of the physical examination and continue to keep a record of your treatments each time you have an appointment.
Our lawful basis for processing your special categories of personal data is legal obligation as we must fulfil the documentation criteria to meet professional standards by Health and Care Profession Council and Chartered Society of Physiotherapy.
How we use this information
We use an electronic diary, accounts and clinical notes package that is accessible for maintenance and support at our request by Rushcliffe Ltd.
We may write, scan and store paper notes in some situations.
The information we use:
- To provide a legal record of any treatment/advice.
- Ensuring to provide continuity of care.
- For accounts purposes.
- To contact you about your ongoing treatment including sending exercises by e-mail. We use a third party for this service (Physio tools).
- To contact you if new information or treatments become available that may be of benefit to you.
- With your permission, to liaise with other medical professionals who may be involved in your care; this may include referring insurance companies, GP’s, Consultants, Occupational Health Departments, Class Instructors, or other Health Care Professionals.
- For quality feedback and audit purposes.
We do not pass on your information for commercial purposes.
We take all reasonable steps to ensure that our information is kept up to date and rectified if necessary. It is your responsibility to inform us if any personal information changes, to keep our records accurate.
Daily back-ups of our systems are done by Mitol
How long do we keep personal information?
We keep your personal data for no longer than reasonably necessary. We have a legal obligation to retain medical records for 8 years after the conclusion of any treatment. If the record relates to a child or young person, the records must be kept until the patient’s 25th birthday
How do we protect your information?
We are committed to ensuring that your information is secure. In-order-to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic, managerial procedures to safeguard and secure your information that we collect.
Our website contains the links to external sites, these sites have their own privacy policies and we are not responsible for their content, you should check their privacy policy prior to submitting any personal information.
Sharing your personal data.
We may pass information, with your permission, to other medical professionals or insurance companies who are involved in your care; this may include GPs, Consultants, Occupational Health Departments or other Health and Care Professionals.
This information may be passed on in the form of a written letter which is given to you – if this is the case, the letter becomes your responsibility for the protection of its contents.
Providing us with your personal data.
You are under no statutory or contractual requirement or obligation to provide us with your personal data, but failure to do so may mean we are unable to offer services at our clinics.
Controlling your personal information
You are entitled, to request a copy of the personal information we hold about you (in writing) and to have any discrepancies rectified if appropriate. If you believe that any information, we are holding on you is incorrect or incomplete, please write to us or email us and we will promptly correct the information where legally possible.
You are entitled to request that we transfer your data direct to another controller and to request that your personal data is erased where it is no longer necessary to retain it.
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
Changes to our privacy policy
All changes will be notified on our website
Any questions or complaints regarding this privacy notice should be addressed to:
Martha Richardson, Data Protection Officer
Ambulant Physiotherapy Ltd
301 Plungington Rd
Fulwood, Preston
PR2 3PS
Email: enquiry@ambulantphysio.co.uk
Tel: 01772 717271
If you wish to take a matter further, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email at ioc.org.uk or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Cheshire SK9 5AF.
Ambulant Physiotherapy Ltd will be what is known as the ‘Controller’ of the personal data you provide to us.
During the course of your treatment at Ambulant Physiotherapy Ltd, the clinic needs to hold some of your personal information. For example, we need to hold your contact details for appointment purposes and we also need to store your clinical notes on the premises as a basic requirement of our clinical professional standards. Assessment notes will likely contain confidential personal information such as your medical history and details of previous and current treatment episodes.
We would like to make it clear that Ambulant Physiotherapy Ltd will never pass any of your contact details to a third party and under no circumstances pass on any of your clinical records unless you have given your expressed written consent in cases where medical reports are required as part of your treatment. If you have been referred to us by a medical practitioner, insurer or solicitor then an initial assessment, interim report and discharge letter is often sent over the course of your treatment.
You have every right to see these letters or any other records pertaining to your treatment if you officially request to do so via a ‘subject access request’. Ambulant Physiotherapy Ltd will always be happy to assist you in any request in this regard with no detriment to your ongoing treatment at Ambulant Physiotherapy Ltd. We can also confirm that your data will not be used for any automated profiling purposes.
You also have the right to have your personal data deleted on request and to withdraw treatment consent. However, we are required to retain notes pertaining to treatment episodes and any withdrawal of treatment consent would result in termination of your treatment episode.
Clinical notes no longer in use are securely archived after two years and securely destroyed after eight years. We are however required to retain records for a longer period when the patient is a child (for a minimum of eight years or until the child’s 25th birthday even if this goes beyond eight years from the date of treatment).
All our clinical records are stored securely on the premises and are unavailable to anyone except authorised clinicians and administrative staff who are bound by the same confidentiality as our clinicians. Personal contact details are used solely for appointment purposes and are stored securely on a cloud-based computerised diary system.
If you have any concerns regarding how Ambulant Physiotherapy Ltd handles your data you are entitled to complain directly to the Information Commissioners Office (ICO).
If you have any queries regarding how we store your data or any other issues regarding data protection at Ambulant Physiotherapy Ltd, then please addressed to:
Martha Richardson, Data Controller and Clinic Director
Ambulant Physiotherapy Ltd
301 Plungington Rd
Fulwood, Preston
PR2 3PS
Email: enquiry@ambulantphysio.co.uk
Tel: 01772 717271
We can provide interpreters in Norwegian, Romanian, Spanish, Russian, Urdu, Gujarati and Hindi.
A Consent Form needs to be completed on the day of the appointment.
