Information Collection and Use
For a better experience while using our service, we may require you to provide us with certain personally identifiable information, including but not limited to your name, phone number, and address. The information that we collect will be used to contact or identify you.
Your First Appointment:
At the time of your first appointment you will be asked to complete a registration form which asks for further detailed information such as your DOB, address, GP and further contact numbers. The therapist you see will then undertake a medical history as part of your initial appointment. This is a legal requirement and is classed ass sensitive data and we therefore have a lawful obligation to process and retain this information in accordance with Article 6 of the GDPR guidelines.
All information is collected in paper format then transferred to our online system for storage and updates (Cliniko). Any duplicate paper records are then securely destroyed. As therapists we are required by law and our own professional standards to retain these details for at least 8 years (following your last appointment). All client's details from 2019 onwards are stored on Cliniko. Prior to this, all notes and diaries are stored in a locked filing cabinet and only accessed by the appropriate admin. The length of time we securely hold information for is different if clients are under 16 years when they first visited us. We audit/ review the sensitive and lawful data we store at the end of each calendar year, meaning no data is kept beyond its necessary time frame.
Booking an Appointment:
Reminder emails and/or text messages are sent as a courtesy to all our clients, however the onus is on yourself to keep a record of all of your future appointments. To cancel or reschedule an appointment without incurring a charge, we require at least 24 hours notice. Appointments cancelled or rescheduled within 24 hours of the appointment time may be liable to the deposit paid for that appointment being retained. Any cancellation more than 24 hours before your appointment will not incur a charge.
Buying a Gift Voucher and Storing Information:
We are required to take your name and contact number (for future reference) as well as the recipient's name and number where possible. We will hold this data for up to 1 year (at expiry of gift voucher). Once the recipient uses this voucher, we no longer require the buyer's details (unless you are a current client) and they are then securely destroyed.
GDPR - Marketing:
We may also have a 'sign up to our newsletter' option on our website or other social media platforms whereby you can add your own details to our Mailchimp mail list. We send out occasional emails via Mailchimp to inform clients (that have provided consent) of news and any offers / discounts. Our newsletters always contain an unsubscribe button should you wish to do this at any point and stop receiving information. You can also email us at to unsubscribe. We will remove you from the mailing list at this point but you will remain on our customer list for the allocated amount of time as previously stated above.
We confirm that we will not pass on any of your information to any other company. Any information collected with consent by us will only be used to send further offers or promotional items to you by NS Sports Rehab solely. Only authorised employees, agents and contractors (who have agreed to keep information secure and confidential) have access to this information.
We want to inform you that whenever you visit our website, we collect information that your browser sends to us that is called Log Data. This is Log Data that may include information such as your computer's Internet Protocol ("IP") address, browser version, pages of our website that you visit, the time and date of your visit, the time spent on those pages, and other statistics.
Cookies are files with small amount of data that is commonly used as an anonymous unique identifier. These are sent to your browser from the website that you visit and stored on your computer's hard drive. Our website uses these "cookies" to collect information and to improve our service. You have the option to either accept or refuse these cookies, and know when a cookie is being sent to your computer. If you choose to refuse our cookies, you may not be able to use some portions of our website.
Right of Access (Article 15)
Individuals have a right to access their personal information / data. This is referred to as subject access. This request can be done in writing to Unit 46, The Riverwalk, Durham, DH1 4SL, but it must be accompanied by proof of identification (via photocopy). We will respond to the request within 1 month and we do not have a right to charge you.
However, where the request is manifestly unfounded or excessive, we may charge a "reasonable fee" for the administrative costs of complying with the request.
We can also charge a reasonable fee is an individual requests further copies of their data following a request, based on the administrative costs of providing further copies.
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
Other Legal Rights:
- The right to request that we correct any personal data if it is found to be inaccurate or out of date; we cannot amend any medical information that we hold about you once it has been written, but we can write an additional entry that is logged at the end of your medical records of any requests to amend information. We can of course amend any contact details that are no longer correct.
- The right to request your personal data is erased where it is no longer necessary to retain such data; in this instance this can only be done with your marketing information, as we have a legal obligation to retain your sensitive data for a specific time frame (as stated above).
- The right to withdraw your consent to the processing of data at any time. We would still need to store the information and data collected up to this point.
- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means).
- The right where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing.
- The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research statistics).
Code of Conduct:
Graduate Sports Rehabilitator, Nathan Skidmore, is registered with the British Association of Sports Rehabilitators and Trainers. He abides by all professional standards of care, code of conduct and data protection.
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