Optimus Physiotherapy is committed to protecting your personal information and this privacy policy is related to our use of your personal information collected from you either in person, or information you give us through our contact form on our website, by letter, email, SMS or over the telephone. 

Optimus Physiotherapy acts as the data controller for the purposes of the Data Protection Act 1998 & 2018 and the EU General Data Protection Regulation (“GDPR”) regarding the use of your personal data as described in this policy. 

You can contact Optimus Physiotherapy using the contact details set out in at the end of this privacy policy. ‘Personal information’ means any information that is capable of identifying you. ‘We’ means Optimus Physiotherapy. 

We collect and process data because we have a legal obligation to do so and it is adequate, relevant and limited to what is necessary.

Under the General Data Protection Regulations, you have individual rights:  

• The right to be informed- you have the right to know how we handle your data.  
• The right of access – you have the right to request a copy of the information we hold on you. This request will need to be made in writing and the requested information will be provided within 30 days 
• The right of rectification- you have the right to correct data that we hold about you that is inaccurate or incomplete. If you believe this is the case please write or email us as soon as possible so that we can ensure it is amended in a timely manner 
• The right to erasure- In certain circumstances you can ask for the data we hold about you to be erased from our records.  
•  The right to restrict processing- Where certain conditions apply you have the right to restrict the processing.  
• The right to data portability- You have the right to have the data we hold about you transferred to another organisation.  
• The right to object- You have the right to object to certain types of processing such as direct marketing. 

WHAT INFORMATION WILL WE COLLECT AND WHEN?

We collect and process information when you submit an enquiry through our website contact form or our social media pages, when you telephone the clinic to make an enquiry, send us an email, text or if you visit the clinic in person. 

At the point of enquiry or booking we may ask you for: 

• Your name 
• Your date of birth 
• Your address
• Your telephone number, either landline or mobile or both 
• Your e-mail address 
• A brief description of why you are enquiring about out services 

We may send out a new client details form to be returned before the assessment or to bring with you at the appointment that will include the above information along with: 

• Next of kin name and number 
• General Practioner details 
• Present condition 
• Previous medical history/illness/allergies if relevant to the reason you are visiting us
• Goals and expectations 

At your appointment at the clinic we will ask for information regarding your general health, your previous health and information regarding the condition you are seeing advice about. We will also ask for information regarding any activities you undertake, your employment and any medication you take. We will also record the findings of your assessment and treatment.

Optimus Physiotherapy does not collect any personal information from visitors to our website other than information that is knowingly or voluntarily given. Anonymous information is collected, such as the number of visitors to the page in a given period but it is purely statistical and cannot be used to identify an individual user. Visitors interested in requesting more information must provide contact details and the reason for their request. Visitors will not be contacted by us unless such information is given, and contact is specifically requested. 

HOW DO WE USE THIS INFORMATION?

We use electronic and physical records and all information is kept in a file that directly relates to your episode of care. 

We use this information: 

1.  To provide a legal record of any treatment or advice we provide 
2.  To ensure continuity of care 
3.  To contact you in regard to your on going treatment including sending exercises by email or invoices by email or post. 
4.  To contact you if new information or treatments become available that may be of benefit to you. 
5.  To contact your next of kin nominated in case of emergency. 
6.  We may pass information with your permission to other medical professionals who may be involved in your care, this may include; GPs, Consultants, or other Health and Care professions. 
7.  We may use your information for quality feedback purposes. 
8.  We may use your information for 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 also your responsibility to inform us if any personal information changes.

RETENTION OF YOUR DATA We will only retain your personal information for as long as is necessary to fulfil the purposes for which it is collected. 

When assessing what retention period is appropriate for your personal data, we take into consideration:

•  • the requirements of our business and the services provided; 
• • any statutory or legal obligations; 
• • the purposes for which we originally collected the personal information; 
• • the lawful grounds on which we based our processing; 
• • the types of personal information we have collected 
• • the details as per the agreed terms and conditions of service 

SHARING PERSONAL INFORMATION We will share our personal information with third parties where we are required by law, with a regulator, with an insurer, and where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so.

DATA SECURITY We have put in place commercially reasonable and appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. 

RIGHTS OF ACCESS, CORRECTION, DELETION AND RESTRICTION Your rights in connection with your personal information

 You have a right to: 

• ● Request that your information is erased. 
• ● Object to direct marketing. 

RIGHT TO WITHDRAW CONSENT Where you have provided your consent to the collection, processing and transfer of your personal information, you have the right to withdraw your consent at any time. 

CHANGES TO THIS NOTICE Any future changes to this privacy notice will be amended on our website.

This privacy notice was last updated on 15th March 2024.

CONTACT US If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal information, please email us at optimusphysiotherapy@outlook.com

MAKING A COMPLAINT: If you wish to make a complaint regarding how Optimus Physiotherapy handles your personal data you can contact the Information Commissioner’s Office, whose address is: Information Commissioner’s Office Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Tel: 0303 123 1113 Fax: 01625 524 510 Email : mail@ico.gsi.gov.uk