Privacy and Cookie Policy  

JW Physiotherapy  

5 December 2021 

Our contact details  

Name: Julia Wiper 

Address:5 Mary Proud Court, Welwyn, Herts. AL6 0XG 

Phone Number: 07736466203 

website: www.jwphysiotherapy.com 

The type of personal information we collect  

We currently collect and process the following information: 

  • At the point of booking an appointment via telephone or via the ‘contact us’ section of the website we will collect personal identifying information including, your name, date of birth, home address, email address and telephone number. 
  • At the point of your appointment we will ask you for information regarding: 
  • The history of the current condition to be treated by physiotherapy 
  • Past medical history and current medication 
  • Social history - occupation, hobbies, living situation 
  • We will also document findings of a clinical examination including: 
  • Physical findings 
  • Details of a diagnosis and treatment plan 
  • Subsequent treatment notes at each appointment 

Data collected from www.jwphysiotherapy.com and cookies 

  • We process data about your use of our website. The source of the usage data is done by Google Analytics. This usage data may be processed for the purposes of analysing the use of the website. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website. 
  • We process information contained in any enquiry you submit to us regarding services ("enquiry data"). 
  • Our website includes hyperlinks to, and details of, third party websites. We have no control over, and are not responsible for, the privacy policies and practices of third parties. We would recommend that you read their privacy policy. 
  • Our website includes cookies. These include: 
  • Essential Website / Session Cookies - These are strictly necessary cookies that enable our website site to function as intended. 
  • Analytical / Performance Cookies - These enable monitoring of the performance of the site (page loading speeds, etc.) to ensure that everything is functioning correctly. 
  • Functionality Cookies – These improve the experience of using the site.  
  • We have a couple of external links to third party providers, additional cookies may be present.  
  • We will ask for your consent for cookies when you visit our website.  

How we get the personal information and why we have it 

Most of the personal information we process is provided to us directly by you for one of the following reasons: 

  • As a way of keeping legal medical notes - we have a legal obligation to collect personal data to fulfil documentation criteria to meet professional standards.   
  • To aid with treatment planning and successful outcomes.  

We use Cliniko which is a third-party online notes storage system. We use this as a secure and efficient way to store medical notes and manage an appointment diary. On here we store personal data, medical notes, an appointment diary and invoices. On this system, your data will be stored securely, and all data is encrypted using HTTPS (end to end encryption). Cliniko have their own privacy policy and we would recommend that you read this and read about how they securely store data.  

We also use a third-party exercise prescription website, Physitrack. We will set exercises on here and either send the exercises via the website or app to your email address or we will print a hard copy and hand this to you. The personal identifiable information held on here includes your name, year of birth and email address (if applicable). 

We share information with other medical professionals with your consent, for example, your GP. We will do this if we mutually feel that this will be of benefit to your care. This information is shared via a written letter either posted to the medical professional or by giving the letter to you. If the letter is given to you, this becomes your responsibility, and the protection of its contents is your responsibility. 

We share an invoice with you, if you request this, via a secure email link on Cliniko, the notes storage system. 

Sometimes we need to share information regarding safeguarding concerns with other healthcare professionals or the police. This would be if yourself or others have safeguarding needs, to protect from risk of harm. These circumstances are rare. We do not need your consent or agreement to do this. 

Processing Information 

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:  

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting Julia Wiper at JW Physiotherapy. 

(b) We have a legal obligation to maintain medical records according to professional standards.  

(c) We have a legitimate interest. 

How we store your personal information  

Your information is securely stored on a notes storage system called Cliniko.  

We keep personal data and medical notes for no longer than is necessary, normally medical records are kept for 8 years after the conclusion of treatment. 

If the record relates to a child or young person, the record must be kept until the patient’s 25th birthday or 8 years after the last entry, if longer.  

We will then dispose your information by deleting the case from our clinical online notes system, Cliniko. Once deleted these records cannot be retrieved.  

Your data protection rights 

Under data protection law, you have rights including: 

Your right of access - You have the right to ask us for copies of your personal information.  

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.  

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. This might be refused on several grounds, including where processing is necessary for the establishment, exercise or defence of legal claims.  

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.  

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances. 

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. 

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. 

Please contact us at JW Physiotherapy, 07736466203 or at 5 Mary Proud Court, Oakpiece, Welwyn, AL6 0XG if you wish to make a request. 

How to complain 

If you have any concerns about our use of your personal information, you can make a complaint to us at Julia Wiper at JW Physiotherapy, 5 Mary Proud Court, Oakpiece, Welwyn, AL6 0XG. 

You can also complain to the ICO if you are unhappy with how we have used your data. 

The ICO’s address:             

Information Commissioner’s Office 

Wycliffe House 

Water Lane 

Wilmslow 

Cheshire 

SK9 5AF 

Helpline number: 0303 123 1113 

ICO website: https://www.ico.org.uk