Data Protection Notice
Sandbach Physiotherapy & Sports Injury Clinic Ltd
Effective 25 May 2018
We respect your trust in us to use, store and share your information. In this notice, we explain how we collect personal information about you, how we use it and how you can interact with us about it. We try to keep this notice as simple as possible but if you are unfamiliar with our terms, or want more detail on any of the information please contact us.
1. Who we are
When we talk about “SPSIC”, or “us” or “we” in this notice, we are talking about Sandbach physiotherapy & Sports Injury Clinic Ltd.
2. Data Protection Officer
Our Data Protection Officer oversees how we collect, use, share and protect your information to ensure your rights are fulfilled. You can contact our Data Protection Officer at our company address.
3. How we collect information about you
We collect personal information from you when you attend for your initial appointment and we maintain detailed medical notes of each attendance. We also collect & store information from your G.P. your insurance company, your solicitor and your consultant and other health professionals when such information is necessary for your treatment. Personal information is held electronically and/or in written records all stored at the Company address.
4. How we keep your information safe
We protect your personal information with security measures under the laws that apply and industry best practice. We keep our computers, files and buildings secure. When you contact us to ask about your information, we may ask you to identify yourself. This is to help protect your personal information.
5. How long we keep your information
To meet our professional and legal obligations, we hold your personal information whilst you are a patient and for a period of time after that as prescribed by regulatory obligations current at the time. We do not hold it for longer than is legally necessary.
6. Meeting our legal and regulatory obligations
To use your information lawfully, we rely on one or more of the following legal bases:
• Performance of a contract;
• Legal obligation;
• Protecting the vital interests of you or others;
• Public interest;
• our legitimate interests;
• your consent.
To meet our professional and legal obligations, we collect some of your personal information, keep it up to date, and delete it once we no longer have to keep it. We may also gather information about you from third parties to help us meet our legal obligations. If you do not provide the information we need, or help us keep it up to date, we will not be able to provide you with our services.
You will be asked to sign a consent form on your first attendance. The requested information on the “new Patient form pack” is the extent of the personal information we need to hold on you plus any hand written medical notes Therapists take during treatment plus any information we receive from your G.P., Consultant, Insurance company, Solicitor or other health professionals. When you give us your consent you are agreeing for us to keep this information about you. If you are unable to give your consent we will be unable to provide our services as we have a legal duty to keep this information about you. Having given your Consent you will be unable to withdraw it with regard to the keeping of historic records because we have a legal duty to keep your personal information for a period of time following treatment. Withdrawal of consent at any point will result in discontinuation of our service to you.
8. How we use your information
Your personal and medical information is recorded and stored solely to allow us to undertake our professional and legal and obligations as Chartered Physiotherapists and is used solely to protect your best interests from a medical point of view.
9. Your information and third parties
Sometimes we share your information with third parties who are also involved in your medical care such as your G.P., your consultant, your insurance company, your solicitor or other health professionals.
We NEVER use your personal information to contact you regarding our services when you are not currently receiving treatment and we NEVER pass your information onto third parties for the purposes of marketing, cold calling or other similar activities.
10. Your personal information rights
You can ask us to view or request a copy of the personal information we hold on you. You can also ask us about how we collect, share and use your personal information. When you contact us to ask about your information, we may ask you to identify yourself. This is to help protect your information.
12. Making a complaint
If you have a complaint about the use of your personal information, please write to us giving us the opportunity to put things right as quickly as possible. Please be assured that all complaints received will be fully investigated. We ask that you supply as much information as possible to help our staff resolve your complaint quickly.
13. Updates to this notice
We will make changes to this notice from time to time, particularly when we change how we use your information, and change our technology and products. You can always find an up-to-date version of this notice on our website at
You will also find a copy on display at our company address.