Privacy Policy
Contact details: Email: pilatyio@hotmail.com
What information we collect, use, and why
We collect or use the following information to provide patient care, services, pharmaceutical products and other goods:
· Name, address and contact details
· Pronoun preferences
· Date of birth
· Next of Kin details including any support networks
· Emergency contact details
· Photographs
· Health information (including medical conditions, allergies, medical requirements and medical history)
· Information about care needs (including disabilities, home conditions, medication and dietary requirements and general care provisions)
· Test results (including psychological evaluations, scans, bloods, x-rays, tissue tests and genetic tests)
· Payment details (including card or bank information for transfers and direct debits)
· Insurance policy details
· Records of meetings and decisions
We also collect the following special category information to provide patient care, services, pharmaceutical products and other goods. This information is subject to additional protection due to its sensitive nature:
· Health information
We collect or use the following information for safeguarding or public protection reasons:
· Name, address and contact details
· Emergency contact details
· Health information (including medical conditions, allergies, medical requirements and medical history)
· Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
· Relevant information from previous investigations
· Test results (including psychological evaluations, scans, bloods, x-rays, tissue tests and genetic tests)
· Records of meetings and decisions
We also collect the following special category information for safeguarding or public protection reasons. This information is subject to additional protection due to its sensitive nature:
· Health information
We collect or use the following personal information for patient app or portal functionality:
· Names and contact details
· Addresses
· Medical history
· Payment details
· Account information, including registration details
· Information used for security purposes
We also collect the following special category information for patient app or portal functionality. This information is subject to additional protection due to its sensitive nature:
· Health information
We collect or use the following personal information to comply with legal requirements:
· Name
· Contact information
· Identification documents
· Health and safety information
· Any other personal information required to comply with legal obligations
· Insurance details
· Safeguarding information
We also collect the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature:
· Health information
We collect or use the following personal information for information updates, marketing or market research purposes:
· Names and contact details
· Addresses
· Marketing preferences
· Website and app user journey information
· IP addresses
· Records of consent, where appropriate
We collect or use the following personal information for dealing with queries, complaints or claims:
· Names and contact details
· Addresses
· Payment details
· Account information
· Purchase or service history
· Witness statements and contact details
· Relevant information from previous investigations
· Customer or client accounts and records
· Financial transaction information
· Information relating to health and safety (including incident investigation details and reports and accident book records)
· Correspondence
We also collect the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:
· Health information
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below.
You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
· Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
· Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
· 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. Read more about the right to data portability.
· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide patient care, services, pharmaceutical products and other goods are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Legitimate interests - we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
· Legitimate interest for collecting or using personal information to provide patient care and services includes: being able to manage appointments sending service updates responding to enquiries processing and responding to complaints or claims for use in an emergency or safeguarding concern service improvement handling of patient records to ensure safe and appropriate care
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
· Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases for collecting or using personal information for safeguarding or public protection reasons are:
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases for collecting or using personal information for patient app or portal functionality are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
· Legitimate interest for collecting or using personal information to provide patient care and services includes: being able to manage appointments sending service updates responding to enquiries processing and responding to complaints or claims for use in an emergency or safeguarding concern service improvement handling of patient records to ensure safe and appropriate care
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases for collecting or using personal information for information updates, marketing or market research purposes are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
· Legitimate interest for collecting or using personal information for information updates, marketing or market research includes: to be able to contacting an existing client about a similar service sending existing clients updates about changes to services sending a follow‑up message after an enquiry asking for feedback after a session improving your service based on anonymised trends
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
· Legitimate interest is needed to allow the operational processing of any complaints or claims to help: - protect my business - when I need to investigate concerns - when I need to manage disputes - when I need to respond to queries efficiently
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
· Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Where we get personal information from
· Directly from you
· Family members or carers
· Other health and care providers
· Social services
· Charities or voluntary sector organisations
· Schools, colleges, universities or other education organisations
· Insurance companies
How long we keep information
Following professional guidance from the HCPC and CSP and reflect medico‑legal best practice, we retain client records and data for:
· Eight years from the date of last treatment for adult records.
· Eight years after their 18 birthday or until 25 years of age for children.
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Data processors
Rehab Guru
This data processor does the following activities for us: Rehab Guru are a software platform used for our booking system, patient documentation records, and deliver exercise programs. This is needed to deliver exercise programs, track progress and provide secure access to home‑exercise content, providing a secure system for patient recording keeping and booking processes.
Wibbi
This data processor does the following activities for us: Wibbi are an exercise software we use to provide bespoke exercises to patients to aid with their treatment.
Squarespace (Website Hosting & Analytics)
Squarespace hosts our website and processes limited personal data such as IP addresses, analytics information and contact form submissions. We share this data so that our website can function securely, deliver online forms, and provide basic analytics to help us understand site performance. No clinical data is shared.
Email Provider (e.g., Microsoft 365 or Gmail)
Our email provider processes personal data contained within emails, including names, contact details and any information you choose to share with us. We share this data so we can communicate with you about appointments, enquiries and administrative matters in a secure and reliable way.
Others we share personal information with:
· Other health providers (eg GPs and consultants)
· Insurance companies, brokers and other intermediaries
· Care providers
· Organisations we need to share information with for safeguarding reasons
· Emergency services
· Professional advisors
· External auditors or inspectors
Duty of confidentiality
We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where:
· you’ve provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses);
· we have a legal requirement (including court orders) to collect, share or use the data;
· on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime);
· If in England or Wales – the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied; or
· If in Scotland – we have the authority to share provided by the Chief Medical Officer for Scotland, the Chief Executive of NHS Scotland, the Public Benefit and Privacy Panel for Health and Social Care or other similar governance and scrutiny process.
Sharing information outside the UK
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Squarespace
Category of recipient: Website host
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Organisation name: Microsoft 365
Category of recipient: Email provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113