Privacy and GDPR Statement
Update 01/08/2024
GDPR consent for our updated forms.
I understand that for GDPR purposes, the clinic must keep my details up to date.
I understand that the main purpose of collection of my data is for the physiotherapist to consider all of my history and to provide me with suitable treatment.
I am aware that I have the right to request access to my data. I confirm that I will advise the clinic of any changes to my details such as: phone number, address, email or medical history. I am aware that I can withdraw my consent at any time by informing the practice in writing and I understand that withdrawal of consent shall be as easy as giving consent.
I understand that withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.
I understand that there will be complete confidentiality maintained at all times and that there will be no unauthorised access or sharing of my data.
I understand that only the staff of Advanced Physio will have access to my data which include: personal details such as phone number, date of birth, address, medical history and all physiotherapy or pilates details such as objective notes, subjective notes, assessment notes, rehabilitation plan and any imaging reports that were sent to the clinic.
I consent to usage of my data which will be anonymised and I hereby understand that no personal identifiable information will be extracted, for the purposes of:
- Physiotherapy research, which may result in publications or conference presentations or dissemination of findings.
- Retrospective audit/analysis – I understand that in such case there will be no identifying data that can be traced to me as well.
I understand that all my data is encrypted and stored on the ‘cloud’ of the Australian based software company Cliniko, which acts as the Data Processor and/or on securly stored paper files. Appointment in ormation may kept by American company Acuity Scheduling. The data is used by Terence Christie T/A Advanced Physiotherapy, acting as the Data Controller.
This document refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.
The General Data Protection Regulation (GDPR) which is EU wide and far more extensive than its predecessor the Data Protection Act, along with the Privacy and Electronic Communications Regulations (PECR), seek to protect and enhance the rights of EU data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU and its storage within the EEA.
1 – Terence Christie T/A Advanced Physio based at Woodlands Lodge, Main St. Finglas, Dublin 11, D11 W240. Ireland which hereafter for the purposes of this Privacy Notice will be referred to as AP, is pleased to provide the following information:
2 – Who we are
AP diagnose and treat health conditions. Treatments are carried out in accordance with the Coru Physiotherapists Registration Board rules for professional conduct. The practice may provide other treatments, products and services. Our representatives are happy to provide further details on any treatments administered in AP.
3 – Personal Data
a) For the purposes of providing treatment, AP requires detailed medical information. We only collect what is relevant and necessary for your treatment. When you visit our practice, we will make notes which may include details concerning your medication, treatment and other issues affecting your health. This data is always held securely. This data will not shared with anyone who is not involved in your treatment. For data storage purposes it may be handled by pre-vetted staff, who have all signed an integrity and confidentiality agreement. AP require your explicit consent to use your personal data so that we can treat you.
Contact details provided by you such as telephone numbers, email addresses, postal addresses may be used to remind you of future appointments.
Contact details provided by you such as telephone numbers, email addresses, postal addresses may be used to write letters and reports e.g. referral letters to appropriate Medical Consultants, Referral letters to your GP's, reports that you have requested from us in writing etc.
As part of our obligations as primary healthcare practitioners there may be circumstances related to your treatment, on-going care or medical diagnosis that will require the sharing of your medical records with other healthcare practitioners e.g GPs, consultants, surgeons and/or medical insurance companies. Where this is required we will always inform you first unless we are under a legal obligation to comply.
b)AP may also use the contact details provided by you to respond to your enquiries, including making telephone contact and emailing information to you which the practice believes may be of interest to you.
c) In making initial contact with the practice you consent to AP maintaining a marketing dialogue with you until you either opt out (which you can do at any time) or we decide to desist in promoting our services. AP may occasionally also act on behalf of its patients in the capacity of data processor, when we may promote other practitioners based at our premises, who may not be employed by us. AP do not broker your data and you can ask to be removed from our marketing database by emailing or phoning the practice using the contact details provided at the end of this Privacy Notice.
d) Some basic personal data may be collected about you from the marketing forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to, personally identifying information like Internet Protocol (IP) addresses.
e) AP may use website cookies, which is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. The website, www.advancedphysio.ie, may use cookies to help identify and track visitors and their website access preferences. AP website visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using AP website.
f) AP will only collect the information needed so that we can provide you with the services you require, the business does not sell or broker your data.
4 – Legal basis for processing any personal data
To meet our contractual obligations obtained from explicit Patient Consent and legitimate interest to respond to enquiries concerning the services provided.
5 – Legitimate interests pursued by AP
To promote treatments for patients with all types of health problems indicated for physiotherapy care, within the clinicians scope.
6 – Consent
Through agreeing to this privacy notice you are consenting to AP processing your personal data for the purposes outlined. You can withdraw consent at any time by using the postal, email address or telephone number provided at the end of this privacy notice.
7 – Disclosure
AP will keep your personal information safe and secure, only staff engaged in providing your treatment will have access to your patient records, although our administration team will have access to your contact details so that they can make appointments and manage your account. AP will not disclose your Personal Information unless compelled to, in order to meet legal obligations, regulations or valid governmental requests. The practice may also enforce its terms and conditions, including investigating potential violations of its terms and conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of its staff.
8 – Retention Policy
AP will process personal data during the duration of any treatment and will continue to store only the personal data needed for eight years after the contract has expired to meet any legal obligations. After eight years all personal data will be deleted, unless basic information needs to be retained by us to meet our future obligations to you, such as erasure details. Records concerning minors who have received treatment will be retained until the child has reached the age of 25.
9 – Security & Data storage
We take our security responsibilities seriously, taking all reasonable steps, including appropriate technical and organisational measures to protect your data. We review our security measures regularly.
All Data is held on servers in the USA and EEA.
10 – Your rights as a data subject
At any point whilst AP are in possession of, or processing your personal data, all data subjects have the following rights:
• Right of access – you have the right to request a copy of the information that we hold about you.
• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
• Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
• Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
• Right of portability – you have the right to have the data we hold about you transferred to another organisation.
• Right to object – you have the right to object to certain types of processing such as direct marketing.
• Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.
In the event that AP refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge. At your request PPL can confirm what information it holds about you and how it is processed.
11 – You can request the following information:
• Identity and the contact details of the person (Terence Christie) or organisation (AP) that has determined how and why to process your data.
• Contact details of the data protection officer, where applicable.
• The purpose of the processing as well as the legal basis for processing.
• If the processing is based on the legitimate interests of AP and information about these interests.
• The categories of personal data collected, stored and processed.
• Recipient(s) or categories of recipients that the data is/will be disclosed to.
• How long the data will be stored.
• Details of your rights to correct, erasure, restrict or object to such processing.
• Information about your right to withdraw consent at any time.
• How to lodge a complaint with the supervisory authority (DPC).
• Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
• The source of personal data if it wasn’t collected directly from you.
• Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
12 – To access what personal data is held, identification will be required
AP will accept the following forms of identification (ID) when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If AP is dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made by email to terry@advancedphysio.ie or by phoning +353 (0) 1 8344091 or writing to us at the address further below.
13 - Complaints
In the event that you wish to make a complaint about how your personal data is being processed by AP and/or their support service agents you have the right to complain to us. If you do not get a response within 30 days, you can complain to the DPC.
The details for each of these contacts are:
Terry Christie, T/A Advanced Physiotherapy.
Woodlands Lodge, Main St. Finglas, Dublin 2, D11 W240, Ireland.
Telephone +353 (0) 1 8344091 or email via contact page.
DPC
Office of the Data Protection Commissioner. Canal House, Station Road, Portarlington, Co. Laois, R32 AP23, Ireland.
Phone +353 (0761) 104 800 | LoCall 1890 25 22 31 | Fax +353 57 868 4757 |
email info@dataprotection.ie
14 – Updates to this Privacy Notice
We may change this privacy notice, however the “last updated” date will always be listed at the top of this page. Any changes will be effective immediately.