What information do we store?

• Name, Date of Birth: These are required to identify your records.
• Contact details: including your address/email address/telephone number(s) are used for correspondence about your treatment/appointment(s). We do not use your email address for any marketing – you are welcome to follow us on Facebook or find updates on our website if you would like to keep up to date with us.
• Medical notes: these are a legal obligation for us to keep and our professional body sets out what information we are required to record. They are not shared with anyone except those treating you without your written consent.
• Virtual appointments: we do not record or store your video appointment in anyway. We write our clinical notes, as normal, based on our assessment.

Where/how will we store your information?

We use an online notes system called ‘WriteUpp’. This system handles all of our bookings, patient details and clinical notes, including any clinical letters written as part of your treatment. ‘Physitrack’ exercise software is used to send your exercises to you. This system stores your name, email address and year of birth to allow you to access your exercises.
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We may also keep your details in a password protected file to enable us to check your account status with your insurance company and keep up to date with billing.

How long do we keep your information?

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We keep your clinical notes for a minimum of 8 years unless you are under 18. In this case, we keep your notes for a minimum of 8 years after your 18th birthday. If you have been seen for the same condition in the meantime and the notes are clinically useful, we will keep your notes for longer. You have a right to ask for information to be erased at any point.

Who do we share your data with?

The only people who have access to your data within our system are our staff and those specialist teams employed by us to handle our bookings and take calls. All staff are fully trained to comply with data protection. We only share data with third parties (insurance company/GP/employer etc) with your permission. You may withdraw your consent for us to share your information at any point by contacting us using any of the contact details above. The only time we may share data without your knowledge is when it is a legal requirement to do so.
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What happens if you have a complaint about how we have handled your data?

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You are welcome to discuss the manner in which we store or process your data with us. Please contact us using the details below if you would like to do so. Complaints can also be made to the Information Commissioners Office. Details can be found via their website or we will be happy to provide them to you. The data protection officer
for BPP is Charlotte Dyke.

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Version 3, October 2022

Black Pear Physio
28 Foregate Street, Worcester, WR1 1DS
01905 611010

enquiries@blackpearphysio.co.uk

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