Patient data policy


The GDPR are important European regulations that apply to all EU Member States from 25 May 2018

Who we are

Prospect Physiotherapy Ltd

Salthouse Clinic, 176 Old Church Road, Clevedon, North Somerset,BS21 7TU

Tel. 01275 790 509

Data Protection Officer (DPO)

Sally Williams

Personal information gathered will be:

Name, address, date of birth, telephone number, e-mail, GP/Consultant, and details of your current condition and past medical history

Why we collect information and what we do with it

Contact details will be stored on the PPS on-line diary system. This will be accessed by GoodCall -remote reception service – and all Prospect Physiotherapy staff for the purpose of making appointments or for accounting.

Physiotherapy Information is stored in paper form and kept in a locked filing cabinet in a locked building either at the clinic where you are seen or in our Clevedon office. It is necessary to transfer notes securely by car depending on the clinic where you are treated.

Letters sent to your GP or consultant are held electronically and password and virus protected.

You may be referred to us by an insurance company by e-mail. Your personal details will be on this e-mail and will be password and virus protected.

Reports may be written to your insurance company. These will be sent by e-mail which is password and virus protected.

Copies of your physiotherapy records may be sent to solicitors only with written consent from you. These will be sent by recorded delivery or by password and virus protected e-mail.

The purpose of processing is to identify the patient, to enable safe treatment, to communicate with appropriate professionals, and to enable timely and efficient access to appointments/treatment.

We collect information/clinical records about your condition and any related information such as occupation and hobbies. This information is gathered fairly and transparently for a lawful basis and forms a legal document.

Your information (with your consent) may be passed to third parties in the form of a referral letter or a report to a GP, consultant, or insurance company.

Your name, address and contact telephone number will also be passed onto the “track and trace” team if we are alerted to a covid-19 outbreak.

It is usual that your clinical records are kept for a period of time. The retention period is in line with UK law and professional guidelines.

Information required for patients under 16/vulnerable adults will be obtained from the parent or guardian accompanying the child/vulnerable adult at their appointment.

Contact details of the parent/guardian will be recorded for covid-19 purposes and will only be disclosed to the “tract and trace” team if requested.

CCTV recording is in place at Salthouse Clinic. The images produced by it are controlled by Prospect Physiotherapy. This is used for the prevention and detection of crime and for protecting the safety of patients and staff. It is not used for other purposes.

We conduct an annual review of our use of CCTV. Recorded images are kept for a period of one month.

In the event of a crime being committed recorded images will be retained until the crime is investigated. Except for law enforcement bodies, images will not be provided to third parties. For footage request, please contact our Data Protection Officer.

Requests for information and complaints should be directed to our DPO

Your rights

You have certain legal rights to control what we do with your information. These include:

  1. The right to be informed on how we use your personal information
  2. The right of access to your personal information
  3. The right to request rectification of any data we hold. (The rectification policy can be requested)
  4. The right to erasure. (The erasure policy can be requested)
  5. The right to restrict processing. (The right to restrict processing policy can be requested)
  6. The right to data portability
  7. Right to withdraw consent.
  8. The right not to be subject to automated decision-making.

We regularly review and, where necessary update our privacy information. We undertake a regular information audit. Training is provided so that our staff/reception service understand the need to consider a data protection impact assessment at the early stages of any plan involving personal data.