North Down Physio Privacy Policy
We are committed to safeguarding the privacy of our clients; this policy sets out how we will treat your personal information.
Collecting personal information
We may collect, store and use the following kinds of personal information:
- Information that you provide when completing your new patient form on your first visit (including your name, address, email address, date of birth, telephone number, occupation, interests and hobbies, GP details, medical history,employment details)
- Information that you provide over the telephone or via our website when booking a first appointment or making an enquiry (name, address, telephone number, email address, date of birth, reason for seeking appointment or advice)
- Information contained in or relating to any communications that you send to us via email or through our website or Facebook page (including the communication content and meta data associated with the communication)
- Any other personal information that you choose to send to us; and before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with the terms of this policy.
Using your personal information
We may use your personal information to:
- administer our website and business
- send statements, invoices, appointment and payment reminders to you, and collect payments from you
- send you non-marketing commercial communications
- send you email notifications that you have specifically requested
- send you marketing communications relating to our business [or the businesses of carefully-selected third parties] which we think may be of interest to you, by post or email or similar technology (you can inform us at any time if you no longer require marketing communications, and all emails in this regard will provide an unsubscribe link at the bottom of all emails aimed at marketing)
We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party’s direct marketing.
Disclosing personal information
We may disclose your personal information to any of our employees or therapists, officers, insurers, professional advisers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this policy.
We may disclose your personal information:
- to the extent that we are required to do so by law
- in connection with any ongoing or prospective legal proceedings
- in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk)
- a) to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling; and
- b) to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.
Except as provided in this policy, we will not provide your personal information to third parties.
International data transfers
Information that we collect may be stored and processed in and transferred between any of the countries in which we operate in order to enable us to use the information in accordance with this policy.
Personal information that you publish on our Facebook page may be available, via the internet, around the world. We cannot prevent the use or misuse of such information by others.
You expressly agree to the transfers of personal information described in the following Section, “Retaining Personal Information”
Retaining personal information
This Section sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.
Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
Notwithstanding the other provisions of this Section, we will retain documents (including electronic documents) containing personal data:
- to the extent that we are required to do so by law or by contractual obligation
- if we believe that the documents may be relevant to any ongoing or prospective legal proceedings
- in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk)
If we no longer need to retain personal data for any of the above purposes, data to be destroyed will be:
- deleted from our computer and/or;
- paper copies will be shredded
We will, with client permission, maintain contact details on our secure server indefinitely for client convenience and to allow occasional contact for legitimate reasons.
Security of your personal information
- We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
- All personal data recorded on paper is stored in a locked filing cabinet
- We will store all the personal information you provide on our secure (password- and firewall-protected) servers.
- All electronic financial transactions entered into through our website will be protected by encryption technology.
- You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
Amendments
We may update this policy from time to time by publishing a new version on our website.
You should check this policy (readily available on our website or in the reception area of our clinic) occasionally to ensure you are happy with any changes to this policy.
We may notify you of changes to this policy by email
Your rights
- You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:
- A written request
- the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address)
- Upon meeting the above criteria in this section we will provide you with a copy of your personal data we hold within 1 month at no charge in a PDF format.
- Any errors in your personal data will be rectified as soon as possible, but no longer than one week following these errors being highlighted. Please bring to our attention immediately any errors you notice.
- We may withhold personal information that you request to the extent permitted by law.
- Upon your request we will delete any personal data you wish except that which we are legally bound to hold and as per professional guidelines.
- You have the right to limit the purpose for which your data is processed if you feel the data is inaccurate or being unlawfully processed for instance.
- You have the right tom move your personal data to another healthcare provider and should you wish to exercise this right, your personal data will be provided in a PDF document.
- You have the right to challenge the basis on which we process your data and we will then provide justification for our decision.
- You may instruct us at any time not to process your personal information for marketing purposes.
- In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.
- You have the right not to be evaluated on the basis of automated processing except where necessary for contractual reasons or explicit consent has already been obtained.
Website
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
What is this Privacy Policy for?
This privacy policy is for this website www.northdownphysio.com and served by North Down Physio and Sports Injury Clinic and governs the privacy of its users who choose to use it.
The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore the way this website processes, stores and protects user data and information will also be detailed within this policy.
The Website
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies to all UK national laws and requirements for user privacy.
Use of Cookies
This website uses cookies to better the users experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer / device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer / device.
Cookies are small files saved to the user’s computers hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.
This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computers hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google’s privacy policy here for further information [ http://www.google.com/privacy.html ].
Other cookies may be stored to your computers hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.
Contact & Communication
Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 1998. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.
This website and its owners use any information submitted to provide you with further information about the products / services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Or whereby you the consumer have previously purchased from or enquired about purchasing from the company a product or service that the email newsletter relates to. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.
Email Newsletter
This website operates an email newsletter program, used to inform subscribers about products and services supplied by this website. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion. Some subscriptions may be manually processed through prior written agreement with the user.
Subscriptions are taken in compliance with UK Spam Laws detailed in the Privacy and Electronic Communications Regulations 2003. All personal details relating to subscriptions are held securely and in accordance with the Data Protection Act 1998. No personal details are passed on to third parties nor shared with companies / people outside of the company that operates this website. Under the Data Protection Act 1998 you may request a copy of personal information held about you by this website’s email newsletter program. A small fee will be payable. If you would like a copy of the information held on you please write to the business address at the bottom of this policy.
Email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no far a comprehensive list].
This information is used to refine future email campaigns and supply the user with more relevant content based around their activity.
In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers are given the opportunity to un-subscribe at any time through an automated system. This process is detailed at the footer of each email campaign. If an automated un-subscription system is unavailable clear instructions on how to un-subscribe will by detailed instead.
External Links
Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar to; Keep SEO Simple Glasgow or www.keepseosimple.co.uk.)
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Adverts and Sponsored Links
This website may contain sponsored links and adverts. These will typically be served through our advertising partners, to whom may have detailed privacy policies relating directly to the adverts they serve.
Clicking on any such adverts will send you to the advertisers website through a referral program which may use cookies and will track the number of referrals sent from this website. This may include the use of cookies which may in turn be saved on your computers hard drive. Users should therefore note they click on sponsored external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls [web addresses] (this is an example: http://bit.ly/zyVUBo).
Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
Our details
Our principal place of business is at North Down Physio, 343 Shore Road, Holywood, BT18 9HX
You can contact us by writing to the business address given above, by email to info@northdownphysio.com or by telephone on 028 90425517.