Privacy Policy

YOUR INFORMATION AND GDPR

FIT FOUR gathers personal particulars and data concerning our clients' health. Medical information is considered sensitive data and categorized as special category data according to the General Data Protection Regulations (GDPR), which became effective on May 25th, 2018.

This document advises you of our policies and procedures for dealing with your personal and medical information.

 

WHY IS INFORMATION COLLECTED

The handling of personal and medical information is essential to ensure the delivery of optimal service to you, our client:

  • Your date of birth serves as a unique identifier in your records.

  • Your postal address enables us to mail invoices, receipts, statements, or any other requested information to you.

  • Your email address permits us to send booking confirmations, appointment reminders, invoices, receipts, statements, personalized exercise programs, or other requested information. Additionally, you may receive post-treatment e-surveys and/or e-newsletters only if you've opted to subscribe.

  • Your telephone number allows us to send appointment reminders via text and communicate with you beyond appointment hours. You may also receive SMS/text news updates if you choose to subscribe.

  • Providing next of kin contact details informs us of whom to contact in case of an emergency.

  • We inquire about your student or OAP status as we offer concessions for these categories.

  • Information about your current and past health is requested to conduct a comprehensive and accurate sports therapy assessment and implement an appropriate therapy plan.

  • Your occupation details are requested as certain occupational factors can contribute to musculoskeletal issues.

  • We inquire about your hobbies as specific physical activities can also contribute to musculoskeletal problems.

 

WHO HAS ACCESS TO YOUR INFORMATION

Every team member at FIT FOUR can access client records and is obligated to adhere to GDPR legislation and the established standards of conduct, performance, and ethics.

Your information remains confidential within FIT FOUR and will not be disclosed to any external personnel unless under specific circumstances:

  • When required by law

  • In cases where it is deemed in your best interests and you are unable to provide consent

  • When it is in the public interest to prevent serious harm to others

 

HOW IS YOUR INFORMATION STORED AND PROTECTED?

FIT FOUR has implemented necessary operational and technical measures to protect your personal information:

  • Google Forms is utilized for recording patients' personal and medical details, ensuring GDPR compliance. It employs robust access and security protocols to prevent unauthorized access, alteration, interception, disclosure, or loss of any personal information.

  • GDPR-compliant email and software packages are used, and our computers are regularly updated with password, firewall, and antivirus protection, guarding against unauthorized access, alteration, interception, disclosure, or destruction of personal information.

  • External entities such as a website developer, IT support provider, and SEO consultant assist in maintaining and securing our website and IT systems. These providers strictly adhere to the General Data Protection Regulations (GDPR).

  • For specific activities like e-newsletters (Mailchimp) or e-surveys (SurveyMonkey), we engage GDPR-compliant third-party service providers. Only your name and email address are shared with these parties for these specific purposes upon your explicit consent.

  • All staff undergo comprehensive training on safeguarding patients' personal information.

  • In the rare instance of a data breach, immediate notification will be provided to you and the Data Protection Commissioner.

 

MANAGING YOUR INFORMATION

FIT FOUR is dedicated to ensuring the accuracy and relevance of your personal data. For this purpose:

  • We will solely request and retain information that is essential.

  • Our commitment includes making every effort to maintain the accuracy and currency of your information.

  • We kindly ask that you keep us informed of any alterations to your contact details.

  • It's important to inform us of any pertinent changes to your health that might affect your physiotherapy care, such as medical diagnoses, treatments, or investigations.

 

USE OF INFORMATION FOR TRAINING, TEACHING AND QUALITY ASSURANCE

Sports therapists commonly review patient case histories as part of ongoing clinical education or for training sports therapists or students in sports therapy. During these instances, patient identities remain undisclosed.

However, there are situations where it could be advantageous for other sports therapists within the practice to be aware of patients with specific conditions. In such cases, this practice would only share information essential for delivering the best possible care to the patient. 

PATIENT SATISFACTION

Ensuring patient satisfaction holds significant importance for us. We send out satisfaction forms through email and SMS to all our clients after their initial treatment. This serves as a crucial method for us to gauge whether we are meeting our patients' expectations.

 

DIRECT MARKETING

Periodically, we disseminate updates via email to our client database, sharing clinic news, events, or essential information. You will only receive an e-newsletter from us if you have given consent to do so. Opting out of direct marketing communications is simple; you can click on the unsubscribe link provided at the bottom of the correspondence or reach out to the practice directly.

 

YOUR RIGHT OF ACCESS TO YOUR HEALTH INFORMATION

You hold the right to access all the personal information that FIT FOUR holds about you. Typically, the fastest method to view your records is by discussing this with your therapist, who will review the record information with you. Alternatively, you can make a formal written access request to the practice to obtain a copy of your medical records. Within 30 days, these records will be provided to you at no cost.

 

YOUR RIGHT TO AMEND THE INFORMATION HELD

According to GDPR legislation, individuals possess the right to rectify any incorrect information retained about them. In the event of such an occurrence within the records held by FIT FOUR, the patient record would be "restricted," meaning it would not be utilized until the issue is resolved. However, if FIT FOUR determines the information to be accurate, no amendments will be made.

 

YOUR RIGHT TO RESTRICT THE INFORMATION HELD

You hold the right to request restriction on the information we retain if:

  • You challenge its accuracy,

  • You require the information for establishing, defending, or exercising a legal claim, or

  • You express objection to the information held.

During such instances, all treatment procedures will cease until the matter is resolved. Moreover, you retain the right to object to FIT FOUR holding your personal information based on circumstances specific to you. Similar to restriction, all treatments will halt, and the notes will be restricted until the matter is resolved.

DATA RETENTION PERIOD

We retain a patient's personal information and medical records for a duration of 10 years following their final treatment or until the time of their passing. Regarding minors, we maintain their personal data until they reach the age of 18, and subsequently for an additional 10 years.

 

IN THE EVENT THAT YOU DO NOT CONSENT TO THIS POLICY

In compliance with our Data Protection Policy, we necessitate the patient's consent to collect and store their personal and medical data. If you choose not to consent to this policy, we regretfully won't be able to offer our services.