Privacy Policy
Halo Physio – Privacy Policy
In compliance with UK and European Data Protection Regulations, Halo Physiotherapy takes your privacy seriously and we pride ourselves on our transparency. This Privacy Policy explains what personal information we collect from you when you are a recipient of our Physiotherapy and/or Pilates services and when you visit our website.
The Policy sets out how we use and protect any information that you provide to us when using any of our services or visit our website.
We are committed to protecting your personal information and take seriously our obligations with regards to the EU General Data Protection Regulation (GDPR).
The Data Controller Contact Details
For the purpose of GDPR we, Halo Physiotherapy, are the data controller and any enquiry you may have regarding the collection or processing of your data should be addressed to:
Halo Physiotherapy LLP
Camden House
Warwickshire Offices,
201 Warwick Road,
Kenilworth, CV8 1TH
You can also contact the Data Protection Representative directly at: info@halophysio.co.uk
We are registered with the Information Commissioner’s Office. The company registration number is Z3595787.
Collecting information
Halo Physio may collect personal/sensitive information which we receive when:
- you contact us, or
- you are a recipient of our services
- we receive a referral for you from your GP/consultant or private medical insurance (PMI) company
- you use our website
We may collect the following types of information:
- Your name, address, email address, telephone number(s) and other contact details to enable us to communicate with you efficiently and through the manner of your choosing
- Date of Birth, GP and/or consultant details, PMI details including policy number and authorisation code
- Medical information that you have shared with us
Why do we collect this information?
The personal information that we collect and store relating to you is primarily used:
- provide you with services and/or communications that you may request from us.
- meet our legal and regulatory obligations.
How do we collect this information?
We collect personal information:
- Directly from individuals: e.g. phone call and website enquiries
- Direct referrals from a 3rd party: e. GP and consultant referrals to the clinic, PMI referrals
We are committed to keeping our information up to date, as far as is reasonably possible. However, if you believe that we have made an error, then please contact us at: info@halophysio.co.uk and we will immediately correct any inaccurate information.
How long do we keep your information for?
In order that we are able to provide the best possible service to you, we have agreed and documented retention schedules that we consider to be relevant and proportionate to the service we are providing.
However, when there are statutory or legal requirements to do so, we will retain relevant sections of your personal data for a set period of time, after a treatment course has ended, for accounts and records purposes.
Keeping your information safe and secure
Halo Physio is committed to keeping all collected personal information secure to protect it from being inappropriately accessed, shared or destroyed, and against it being compromised, in any way.
To that end, our IT systems have been reviewed and independently assessed to be of a high standard in order for us to provide assurance that your information is handled securely at all times.
Your rights and access to your information
You can withdraw your consent to the use of your personal information at any time. This may affect the services that we are able to supply to you. For more information on your rights you may visit the ICO website www.ico.org.uk
Providing there is no legal exemption then you are entitled to the following:
- Request a copy of your personal information
- Request to erase your personal data
- Place restrictions on our processing your data
- Correct any data inaccuracies
To make a request to Halo Physiotherapy for any personal information we may hold about you, we need you to contact us by writing to the address provided below:
Halo Physiotherapy
Camden House
Warwickshire Offices,
201 Warwick Road,
Kenilworth, CV8 1TH
or by emailing the Data Protection Representative at: info@halophysio.co.uk
Disclosure of your information
In certain circumstances, we may send your personal/sensitive information to referral sources e.g. GP/consultant/PMI company, Accountants, IT Systems and our marketing manager.
We have assessed all our suppliers and contractors and ensured that our GDPR requirements have been communicated to them and accepted via a contractual agreement.
All data, both internal and through our suppliers, is located within the UK or EU.
Marketing
We send out our newsletter to let you know what we’re up to.
We use a GDPR-compliant email service to provide our marketing preference service which allows you complete control over what you would like to sent to you, at any time. This ensures that we send you only what you have consented to so you are in charge.
Website cookies
Our website uses cookies to identify a user that has previously visited our website.
Cookies are small files of letters or numbers downloaded onto a device when users access websites. They are widely used in order to make websites work, or work more efficiently, as well as to provide service information to the owners of the site.
Cookies will not identify you personally – it is statistical data about our visitors and their use on our website. This statistical data does not identify any personal details whatsoever. All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline cookies.
Changes to this Privacy Policy
We keep our privacy policy under regular review and in line with any changes recommended by the Information Commissioner’s Office and we will ensure that stays up to date and relevant, providing complete transparency.
This privacy policy was last updated in May 2018.