Current version 2.0 - written 20th May 2024

PRIVACY NOTICE FOR POISE REFORMER PILATES

HOW WE COLLECT YOUR PERSONAL INFORMATION

You directly provide our company with most of the data we collect which is the personal data necessary to enable the delivery of physiotherapy led pilates and treatment needs to be met.

HOW WE USE PERSONAL INFORMATION

PURPOSE OF THIS NOTICE

This notice describes how we collect and use personal information about you, in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018 and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK (“Data Protection Legislation”).

ABOUT US

Poise Reformer Pilates, Poise Reformer Pilates is a registered Trade Mark and owned by Miss Liz Wright. We are a registered Trade Mark in England and Wales. Our trade mark number is UK00003461212. If you would like the write to us our registered address is: Miss Liz Wright, The Wellbeing Place, 559A Wilbraham Road, Manchester, M21 0AE.

For the purpose of the Data Protection Legislation and this notice, we are the “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.

 THE DATA WE COLLECT

●       Name, address, date of birth, mobile number, email address.

●       Next of kin name & phone number

●       GP contact details

●       Occupation

●       Medical history

●       Financial information – if you have chosen to pay via Timely Pay

●       Correspondence

●       Details of any complaints received

 We keep an inventory of personal data we hold on our patients and this is available on request.

 INFORMATION WE HOLD ABOUT YOU  

We use it to contact you and to be able to provide you with the physiotherapy led service and to comply with our legal obligations

HOW WE STORE YOUR DATA

Your data is stored securely electronically on a password protected device. We will ask for your consent to keep the information and to contact you (GDPR Consent for clients form).

Medical records will be kept for the statutory time and then destroyed. Data may be shared with third parties and we will ask you for your consent for this.

Electronic data is kept secure by a password protected device.

RETENTION OF YOUR DATA

We will only retain your personal information for as long as is necessary to fulfil the purposes for which it is collected. When assessing what retention period is appropriate for your personal data, we take into consideration:

•        the requirements of our business and the services provided;

•        any statutory or legal obligations;

•        the purposes for which we originally collected the personal information;

•        the lawful grounds on which we based our processing;

•        the types of personal information we have collected

SHARING PERSONAL INFORMATION

We will share our personal information with third parties where we are required by law, with a regulator, with an insurer, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so.

DATA SECURITY

We have put in place commercially reasonable and appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business to know. They will only process your personal information on our instructions and are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

RIGHTS OF ACCESS, CORRECTION, DELETION AND RESTRICTION

Your duties to inform us of changes

It is important that the personal information we hold about you is accurate and current. Should your personal information change, please notify us of any changes that we need to be made aware of.

Your rights in connection with your personal information

You have a right to:

●       Access and have copies of your records.

●       Have inaccuracies deleted.

●       Have information about you erased.

●       Object to direct marketing.

●       Restrict the processing of your information, including automated decision-making.

●       Take your data to another practice or anywhere else.

 Clients who wish to have inaccuracies deleted or to have information erased must speak to the physiotherapist who provided or provides their care.

 You will not have to pay a fee to access your personal information (or to exercise any other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

 RIGHT TO WITHDRAW CONSENT

Where you have provided your consent to the collection, processing and transfer of your personal information, you have the right to withdraw your consent at any time. Once we have received notification that you have withdrawn your consent, we will no longer process your personal information for the purposes you originally agreed to, unless we have a legitimate basis for doing so in law.

CHANGES TO THIS NOTICE

Any changes we may make to our privacy notice in the future will be provided to you in writing.

This privacy notice was last updated on 20th May 2024.

CONTACT US

If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal information, please email us at liz@poisereformerpilates.co.uk.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, at any time. Website address http://ico.org.uk

Old version 1.0 – written 4th October 2020

Who are we ?

Poise Reformer Pilates is a registered Trade Mark and owned by Miss Liz Wright. (Referred to below as “us", "we", “Poise”, “Poise Reformer Pilates”,  "our" or “our service”). We are a registered Trade Mark in England and Wales. Our trade mark number is UK00003461212

 If you would like the write to us our registered address is 

 Miss Liz Wright

The Wellbeing Place

559A Wilbraham Road

Manchester 

M21 0AE 

Poise Reformer Pilates is committed to protecting your privacy. Our privacy policy indicates to you what information we collect about you and how we use it. By using our services, in any capacity, you agree to the collection and use of information in accordance with this policy. As we provide a service involving healthcare and physiotherapy led rehabilitation, we hold sensitive information about you. We are always committed to ensure we protect your privacy. We are registered under the ICO (Information Commissioner’s Office). Our reference number is ZA742784.

Browsing information

We do not store any of your browsing history when you are viewing our website. However we may use third party services such as Google Analytics that collect, monitor and analyse this type of information in order to increase our responsiveness to your needs. For further information on these third party providers privacy policy please visit their website directly.

Third Party service providers

We may employ third party companies and/or individuals to facilitate our service, provide the service on our behalf, perform service-related services or to assist us in analysing how our service is used. These third parties have access to your Personal Information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

Website links

Our website service may contain links to other sites that are not operated by us. If you click on a third party link, you will be directed to that third party’s site and therefore their relevant privacy policy.

Marketing

We always ensure you choose whether you wish to receive marketing from Poise Reformer Pilates or not. We have a mailing list form on our homepage, here you can enter your preferred email if you wish to receive marketing from Poise Reformer Pilates, this may include special offers and links to our blogs. At any point you can unsubscribe from the mailing list by clicking the unsubscribe link or by requesting this to liz@poisereformerpilates.co.uk.

Collecting information and how we use it

While using our service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. This personal information may include, but is not limited to, your email address, full name, phone number, date of birth or other contact information. This is described in more detail below.

Clinic forms - in person sessions.

When you book in for your first session with us, you will be asked fill out the following forms; 1) a health screening questionnaire 2) pre-appointment COVID-19 questionnaire 3) to confirm you have read 'guidance on attending your appointment' instructions. The forms will collect the following details: Name, Date of Birth, Telephone Number, Email address, and emergency contact details. Additionally; there will be a series of health questionnaires, this will be related to your past medical history and history of any current complaints. Included in the forms are COVID-19 screening questions. The purpose of this information is to allow your clinician to ensure they manage your case with the relevant due care and consideration for your age, your requirements and your program. None of your information is passed to a third party unless under your explicit consent to release details. You may request us to write a letter to a consultant or another person of interest to you. In doing so we will use your name, DOB, address and relevant medical details on that letter. You will also receive a copy of the letter should you so choose.

Clinic forms - Zoom based sessions

When you book your 1st Zoom session of 1-1 Physio led Pilates we shall contact you via email to arrange your physiotherapy telephone consultation. We shall take a subjective history to ensure we have a full and accurate health history of each client, this means each session will be designed specifically for you and your needs. During the telephone consultation I will record medical notes. As registrant physiotherapists we have to ensure we are following and adhering to the Health & Care Professions Council (HCPC) standards of proficiency.  One of these standards is to be able to maintain records appropriately. Another standard is to understand the importance of and be able to maintain confidentiality. We will ensure this is the case for all record keeping.

Physiotherapy clinical notes

As registrant physiotherapists we have to ensure we are following and adhering to the Health & Care Professions Council (HCPC) standards of proficiency.  One of these standards is to be able to maintain records appropriately. This means that we will keep detailed notes about your care, to ensure we are acting in your best interests. For each session of Physiotherapy led Pilates we keep accurate, comprehensive and comprehensible records. This includes what we have done in the session, any relevant subjective reports, objective markers, what we have done in the session, analysis of the session and plan for future sessions. If you would like to request a copy of these notes, please contact Poise Reformer Pilates and we shall comply within 1 month. For as long as you are attending sessions with Poise Reformer Pilates we keep your data. We store your data for 8 years after you have finished your session(s) with us. The NHS also follow this time frame. If there are any legal claims we may need to keep this data for longer. 

Email use

If you have booked a session, your email address will be added to our database and may be used for contacting you in regards to your sessions or your programs. If you have opted to receive our newsletter we shall send the newsletter as they are published to your specified email. Poise Reformer Pilates marketing campaigns are mainly distributed through the email campaigns tool run through Squarespace, but may also be sent from Microsoft Outlook or other email providers. If you do not wish to receive any of this information you can unsubscribe at any time via unsubscribe buttons or by emailing liz@poisereformerpilates.co.uk requesting this.

Lawful disclosure

We will disclose your Personal Information where required to do so by law or in accordance with an order of a court of competent jurisdiction. We will also disclose your information if we believe that lawful disclosure is necessary to comply with the law and the reasonable requests of law enforcement or to protect the security or integrity of our Service.

Security

The protection of your personal information is vitally important to us. We will strive to protect your Personal Information in all means reasonably required by us to do so. However, as no form of data transmission is 100% reliable we cannot guarantee its absolute security. Therefore we make no warranties as to the level of security afforded to your data. We will however always act in accordance with the relevant UK and EU legislation.

Changes to our privacy policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. You will always be able to view our old policies on our website. 

Further Information:

If you have any further questions regarding our privacy policy please contact us directly.

Complaints

If you would like to make a complaint then please email liz@poisereformerpilates.co.uk and we will try our best to resolve any problems. If you are still not happy you can contact ICO directly.