Privacy Policy

Privacy Policy  for clients of Philip Hillman
How we look after and use your information

1. Data Controller: Philip Hillman
2. Data processers: Philip Hillman
3. Practice address: Philip Hillman, 138 Norwood, Beverley, East Yorkshire, HU17 9HL. Telephone number 01482 867465

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4. What is your data?
a. Your contact details such as name, address, telephone numbers and email address
b. Identifying information such as date of birth, age
c. Additional information such as occupation, GP name and address
d. Records of your client information such as the problem you have consulted us about, your goals, medical history, any assessment and treatment/exercises as well as any letters we may have written on your behalf, also records of communications between us about your care

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5. How do we use it?
a. We use your contact details to stay in touch with you. This is necessary to tell you about changes to an appointment, to take calls and messages from you, to contact you regarding an update to your exercise programme
b. We use your identifying information to ensure that anything you tell us or that relates to you is properly linked with your client records and with our diary
c. We use your additional information to help us understand your problem (such as what work do you do) and in some cases to contact your GP or other health professional in which case we would ask you for permission
d. We use your client information to help us understand why you have contacted us, to record our examination/assessment finding, to decide on a treatment/exercise and advice plan and to record your verbal consent to proceed
e. We use client information to assess your progress and plan your care
f. We do not use any of your data for direct marketing purposes so we won’t enter the data to a database for sales purposes

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6. Legal issues; we store and process your data under legal conditions which are:
a. Legitimate interest; this means that we need to use your data to provide our service to you in a way that you would reasonably expect
b. Contract; we have a need to record and use your data to fulfil the verbal or written contract to provide our service to you or to provide information for you to decide if you wish to enter such a contract
c. Legal; we have a statutory duty to keep client records for a minimum of eight years (or age 25 if you were a child at the initial consultation)
d. Consent; we will use this if a special reason presents itself such a wish to write to someone on your behalf or to release information to you at your request

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7. Retention:
a. We look after your records for at least eight years after the date that we last had contact with you or until age 25 if you were a child at the first appointment
b. After the eight year period we apply our data retention policy which can be enquired about if necessary

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8. Data storage:
a. This is mainly on paper records such as diaries and phone call record books and patient record cards which are locked away when not in use
b. Exercise programme are held at present on practice desktop computer which are password protected and that have antivirus protection, as well as a “firewall”
c. Some information may occasionally be sent by text or email which will be through password protected devices and in the case of email will be as limited as possible and may require additional safeguards

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9. Rights:
a. Under the new GDPR regulations you have a right to access your data (identification will be required), a right to correct it, a right to erase it, a right to restrict it’s usage, a right to move it if it’s stored electronically, a right to object to its usage (and rights that relate to machine based decision which don’t apply to us)
b. Some of these rights may not apply or have a limited action due to the need to retain records legally but it is possible to stop the records being used
c. Please ask if you need more information

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10. Complaints about how your data is being processed or stored:
a. If you have a need to feedback or complain please contact Philip Hillman at the address given above or by telephone 01482 867465
b. Or you can contact the Information Commisioner’s Office
Wycliffe House, Water Lane, Wilmslow, SK9 5AF Telephone +44 (0) 303 123 1113 or email: https://ico.org.uk/global/contact-us/email/

01482 867465 / 07949 494657

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