It is an essential part of my professional service to keep full and accurate records of all clients, including medical history, ongoing updates about each client’s health and wellbeing and records of all treatment sessions. This is in order to provide the very best tailored, safe and effective treatments and to evaluate the process of a programme of treatments. I, Anne Taylor collect and process personal data you give me for this purpose.
The information asked for at your initial consultation, including your health and your medical history are on the legal grounds of legitimate interest. You can, of course refuse to provide the information, but if you were to do that I would not be able to provide
I require all clients to sign to say they agree to keep me updated as to any changes in their health and medical condition. This includes informing me of anything you believe to be affects treatment. I also need up to date contact details. This is all necessary and legitimate interest. Beyond this, any personal information you choose to tell me is on a legal basis of consent and further you may ask me not to make a written note of it.
All information you give me during your initial consultation and in subsequent sessions-whether or not it is recorded-is considered private and confidential and will not be shared without your express permission.
The only exception is if there were a risk of death or serious harm to any client, myself or others in which case relevant personal details would be disclosed only to the proper authorities, ie police, doctor, court of law or social services.
Full client notes are kept on paper only, kept securely and only accessed by myself. Details such as your name, address, phone number, date of birth, dates of appointments, assessment and treatment you had on your visits are recorded on the consultation sheet.
You have a right to access personal information I hold about you within one month of your request. For information kept on paper I will provide photocopies.
You have the right to ask me to correct or remove information you think is inaccurate.
Please inform me if you think there is a problem with the way I am handling your data and if you are not happy with the way I deal with the issue. You have the right to complain to the Information Commissioners Office. ICO
If you email, text, phone or contact me by Facebook Messenger, I will assume you consent to me replying and having a conversation in that medium. If you give me your email address or phone number I will ask for consent to use them. I usually contact you be phone for appointment alterations or update of how you are getting on with your exercises/pain.
You can opt out of these communications at any time by telling me you wish to do so.
Under the age of 16 are only treated with consent of a parent or legal guardian and this consent will be considered to also cover consent to process personal data.
How long data is kept
Currently all client record are held for a minimum of 10 years after the date of your last appointment. In cases where there is any cause for concern-for instance, if the client had had an adverse reaction during or after treatment-the records are
kept indefinitely. If the client is a child, records will be kept for at least 10 years after they reach adulthood. After 10 years you may ask me to delete your records if you wish.
Any old client records that are disposed of will be disposed of securely and in a way that preserves confidentiality.
This is subject to any change in policy by my professional association FHT or my insurers, Hiscox. I am due to be updated on their own review re the requirements of the European General Data Protection Regulation (GDPR) which comes into effect on 25/5/2018.
Policy updated: 21/5/2018