Privacy Policy

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This privacy policy sets out how City Hand Therapy Limited uses and protects your information.

City Hand Therapy is committed in protecting your privacy and meeting the requirements of data protection legislation. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy policy.

This privacy policy explains:

• what personal data we collect about you;
• why we collect that personal data;
• who we share your personal data with;
• why we might contact you and how you can change that;
• how long we retain your personal data;
• how we keep your personal data secure; and
• what rights you have in relation to your personal data. 

When we talk about "personal data" in this policy, we mean any information which could be used to identify you, either directly or indirectly when combined with any other information we may hold about you. 

In this privacy policy, when we refer to "we", "us" or "our", we mean City Hand Therapy Limited.  David Baker is the data controller for City Hand Therapy Limited under the Information Commissioners's Office, registration number ZA224836.

We may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 25/05/2018. If you need to contact us about this privacy notice or further details on how we use your personal information, please contact David Baker by emailing david.baker@cityhandtherapy.co.uk.

Personal data collected by us:

The doctors, nurses, therapist, and team of healthcare professionals caring for you keep records about your health and any treatment and care you receive from us. These records help to ensure that you receive the best possible care or service.

They may be written down in paper records or held on computer. These records may include:

• Basic details about you such as name, address, date of birth, next of kin, email address etc.
• Details of your employment
• Contact we have had with you such as appointments or clinic visits
• Notes and reports about your health, treatment and care
• Results of x-rays, scans, and laboratory tests
• Relevant information from people who care for you and know you well such as health professionals and relatives

It is essential that your details which we hold are accurate and up to date. Always check that your personal details are correct and please inform us of any changes required as soon as possible. 

Reasons for collecting that personal data:

Your records are used to direct, manage and deliver the care you receive to ensure that:

• The doctors, nurses, therapists and other healthcare professionals involved in your care have accurate and up to date information to assess your health and decide on the most appropriate care for you.
• Health care professionals have the information they need to be able to assess and improve the quality and type of care or service you receive
• Your concerns can be properly investigated if a complaint or any concerns are raised
• Appropriate information is available if you see another therapist, doctor, or are referred to a specialist or another part of the healthcare system to ensure you receive continuity of care or service

Your information may also be used to help us manage the service we provide by being used to: 

• Review the care we provide to ensure it is or the highest standard and quality
• Ensure our services can meet patient needs in the future
• Investigate patient queries, complaints and legal claims
• Ensure we receive payment for the care you receive
• Prepare statistics on our performance
• Audit our accounts and services
• Send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided
• From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests
  

We have several lawful bases for using this information under data protection legislation:

• In some cases, it will be necessary for us to use information to fulfil our contract with you to provide you with healthcare services, such as using your health data for the purposes of diagnosis and assessment by a healthcare professional
• We may need to use your information for the purposes of establishing, exercising or defending our legal right, for example in the event of a complaint 

Who we share your personal data with:

Everyone working within healthcare has a legal duty to keep information about you confidential. Similarly, anyone who receives information from us has a legal duty to keep it confidential.

We may share information with the following organisations or people:

• Your referring clinician eg your doctor or therapist
• The organisation you attend for your treatment eg OneWelbeck, Complete Physio, HCA Healthcare UK
• Private insurers that are involved in your care
• NHS Trusts and hospitals that are involved in your care
• Your General Practitioner (GP)​
• Your employer, with your explicit consent

We will not disclose your information to any other third parties without you permission unless there are exceptional circumstances, such as if the health and safety or others is at risk or if the law requires us to pass on information.

You have the right to restrict how and with whom we share the personal information in your records that identifies you. This must be noted explicitly within your records in order that all healthcare professionals and staff treating and involved with you are aware of you decision. By choosing this option, you should be mindful that it may make their provision of treatment or care more difficult or unavailable. You can also change your mind at any time about a disclosure decision. 

Receiving communications from us and updating your preferences:

When in contact with us, you may be asked to confirm that we have an accurate email address, contact number and/or mobile telephone number for you. This can be used to provide appointment details via email, SMS text messages and automated calls to advise you of appointment times, with your consent.

You can update your communication preferences at any time by informing a member of our staff or by contacting us at info@cityhandtherapy.co.uk.

Retention of personal data:

We retain personal data for no longer than required and in line with relevant legislation. This is based on statutory requirements and legal obligations. 

Security of personal data:

We take our duty to protect your personal information and confidentiality very seriously and we are committed to taking all reasonable measures to ensure the confidentiality and security of personal data for which we are responsible, whether computerised or on paper. Where we have a need to transfer data outside of the European Economic Area (EEA) we do so with appropriate safeguards in place. 

How we use cookies:

• A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences
• We may use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system
• Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us
• You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website

Links to other websites:
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Personal data and your rights:

Data protection legislation gives you the right to:

• Correct any data we hold about you that is not correct (Rectification)
  
• Request that we delete your personal date (Erasure)
  
• Block or suppress the further processing of your personal data in certain circumstances (Restriction)
  
• Request access to personal data that we hold about you (Subject Access)
  
• In some circumstances, receive the personal data which you have provided to use, in a structures, commonly used and machine-readable format and have this transmitted to another data controller (Data Portability)
  
• Withdraw consent where this is the legal basis for us processing your information

Please contact us if you wish to exercise your right in relation to personal data at info@cityhandtherapy.co.uk. Our policy is to verify the authenticity of all request made, and requests may be refused if we are unable to verify the identity of the requester. 

If you have concerns about the way we have handled your personal data please contact us in the first instance at: info@cityhandtherapy.co.uk. If you remain unsatisfied you can contact the Information Commissioner's Office (ICO) on 0303 123 1113, or by emailing casework@ico.org.uk or by post at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.