The Physio & Sports Injury Clinic Privacy Policy

Effective date: November 13th 2018

The Physio & Sports Injury Clinic is committed to protecting and respecting the confidentiality, integrity and security of the personal information of all individuals whose data we hold. Therefore we want to make it clear what information we collect about you from you, when we collect it and why we collect it. Definition: ‘We’ and ‘Us’ = The Physio & Sports Injury Clinic.

  1. Where do we collect personal information

We collect information about you from various sources:

  • when you fill in our online contact form

  • When you phone us

  • when you email us

  • when you message us via Facebook or Instagram

  • when you fill in a new patient registration form in the clinic

Based upon the information you provide us with, we will communicate back to you in response to your enquiry, to provide the services you request and to manage your account with us fully.

2. Registration

You do not need to register with us to view this website. Registration forms are only required to be filled in when; you arrive at our clinic as a new patient, if you have changed your personal details or if we have changed our terms and conditions then we will ask you to complete a new registration form again. Our registration form requests the following information from you.

  • Name

  • Address

  • Date of Birth

  • Telephone number

  • Email address

  • Your GP practice name

  • Any health insurance provider details (company name, membership no. & authorisation code)

  • Any current medical conditions

  • All current medications you are taking

  • Your signature (& date of signature) to confirm you agree to our terms and conditions of service.

3. How we use your personal information

We collect the above information about you to:

  • To create both a paper patient folder & a digital client account record

  • To provide you with the support which you have requested

  • To provide you with a service you would like & inform you about other services we offer

  • For management and auditing of our business operations

  • For direct marketing via email (see marketing section below about opting out)

  • To comply with legal and regulatory obligations & requirements

  • To inform a referer (e.g. a health insurer, GP/Consultant or 3rd party intermediary case handler) who has a duty to be informed of your current health state, but only with your written permission.

Your patient folder contains your registration form alongside all treatment documentation & is stored securely in a locked filling cabinet. We hold onto all medical information legally for a period of 8 years from your most recent appointment, after which it is permitted to be destroyed. At registration, your personal information is also added into our digital practice management software to create an patient account to record appointment dates, services provided and all invoicing & billing. This software may also be used to send out appointment reminders by email or text message and appointment confirmation emails. We will never pass on your details to a third party without your written consent and will never share your information for marketing purposes with any companies outside of The Physio & Sports Injury Clinic.

4. Marketing

We may like to send out newsletters, offers and information about our services that maybe of interest to you using the information you have provided via post, email or by phone. If you have consented to receive marketing, you may opt out at any time. You have a right to stop us from contacting you for marketing purposes. If after inquiring by phone or email you do not make a booking with us, your name and email address may be added to a secure database to receive email marketing at a later date. If you make contact via any clinic events, promotions or like our social medial channels (Facebook & Instagram), we may re-target our services to you.

5. Website hosting

This website is hosted on www.squarespace.com. Personal information is also subject to their privacy policy too which my or may not contain terms as protective as this policy. By using this site you are agreeing to Square Space’s privacy policy as well, which can be found here: https://www.squarespace.com/privacy

E-Gift cards are sold on this website via a 3rd party seller link (www.squareup.com). When a purchase is made via their website you will be bound by SquareUp’s privacy policy, which can be found here: https://squareup.com/gb/legal/privacy. The Physio & Sports Injury Clinic will only store the purchase name, recipient name and total amount paid in a secure database for future redemption, and do not store any transactional data.

6. Website Cookies

Our websites uses cookies to collect information about you via our host (www.squarespace.com) and Google Analytics. Cookies are pieces of information that a websites transfers to an individual’s hard drive for record-keeping purposes to make loading that website quicker in the future. Cookies do not store personal information nor do they retain historical or transactional data. The cookie data we obtain helps us analyse how well our website is performing. We collect data on: traffic sources, total page views, location where viewed (via your IP address) and the device-type you viewed the site on. We may use the information to make improvements and updates to the website and to tailor our services to our visitors better. You have the option of disabling cookies using your browser preference settings at any time.

7. Other Websites

You will find on this website (www.thephysionorthwales.co.uk) there are hyperlinks to other related websites. This privacy policy only applies to this website only. When you click on a link to other websites you are bound by their separate privacy policies and terms. The Physio & Sports Injury Clinic is not responsible or liable for the privacy practices & security of these other sites.

8. Policy changes

We reserve the right to make changes to our privacy terms at any time. Please feel free to check this page periodically for any changes we may make. Once a change has been made we will amend the “Effective date” at the top of this page.

9. Contact us

If you believe that any information we are holding about you is inaccurate, out-of-date or if you have any other questions about our privacy policy then please notify us in writing to: The Physio and Sports Injury Clinic, Le Sport Health and Fitness, Colwyn Avenue, Rhos on Sea, LL28 4RB.