Privacy Policy

Samantha Hewitt trading as Move More Mindfully Physiotherapy.
Data protection notice:

This document tells you how your data is collected, handled and your rights as a client. Data will be managed in compliance with the Data Protection Act 2018 which is the UK’s implementation of the General Data Protection Regulation (GDPR). I (Samantha Hewitt) am the data controller for Samantha Hewitt trading as Move More Mindfully Physiotherapy.
By using my website, by entering any correspondence or client services with Samantha Hewitt trading as Move More Mindfully Physiotherapy you agree to this privacy policy.

Contact details should you need to get in touch:
Telephone: 07900675417
Email: contact@movemoremindfullyphysio.co.uk

What information is collected and why:
The following personal information will be collected from you:
-    Name and address
-    Date of birth
-    Gender
-    Preferred pronouns
-    Health information (including medical conditions, allergies, medical requirements and medical history)
-    Information about care needs (including disabilities, home conditions, medication and dietary requirements and general care provisions)
-    Payment details (including card or bank information for transfers and direct debits)
-    Records of meetings and decisions
-    Videos, photographs or calls may be recorded where this is necessary and/or beneficial (for you as the client) for the provision of client services.

The above information is collected for the:
-    Provision of services to you, the client
-    To manage correspondence and client bookings
-    To comply with legal and professional regulations

The following information will be collected for the purposes of information updates, marketing or market research purposes. You can opt to unsubscribe or change your marketing preferences at any time by using the contact details in this policy:
-    Name and contact details including address
-    Marketing preferences – how and if you would like to be contacted with relevant information updates and special offers.
-    Website and app user journey information
-    Health information
-    Purchase history, records of any services provided to you the client
-    Correspondence
-    Photos, videos and client reviews (which can be anonymous) may be used for the purposes of marketing including on social media channels. Client consent will be sought prior to any sharing of information.

The following information will be collected for dealing with queries, complaints or claims:
-    Name and contact details, including address
-    Payment details
-    Account information
-    Purchase or service use history
-    Records of consent
-    Records of any contracts entered into between you (the client) and me (Samantha Hewitt T/A Move More Mindfully Physiotherapy.
-    Client account information and records of all client interactions
-    Information relating to health and safety (including incident investigation details and reports and accident book records)
-    Correspondence
-    Health information
-    Information about care needs (including disabilities, home conditions, medication and dietary requirements and general care provisions)

Third parties, website and social media links:
I have no affiliation with any links from third parties that may be shown or shared on my digital channels. If you use any such links to leave my website or social media channel, then I have no control over the destination digital page. I am not responsible for the data protection or privacy of any information you share with third parties, and they are not governed by this privacy policy. You should always review third parties own privacy statement in this instance and proceed with caution.

Data storage:
All personal information will be stored securely. This includes procedures to ensure that all information held digitally or physically is secure.
I am legally and professionally required to keep records of all our interactions. These records will be stored securely and are confidential. I will only share information if required and as outlined below under duty of confidentiality.

Duty of confidentiality
I am subject to a common law duty of confidentiality. However, there are circumstances where I will share relevant health and care information. These are where:
-    you’ve provided your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses)
-    I have a legal requirement (including court orders) to collect, share or use the data
-    on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime);
-    If in England or Wales – the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied
-    I need to share information with relevant professionals (on a need-to-know basis) in the event of my duty of care to safeguard you. For example, in an emergency, where I need to seek medical attention on your behalf.

How long will information be retained for:
Information will only be retained for as long as reasonably assumed to be required and as per professional guidelines which govern services provided. This will be 8 years from the date of the clients last treatment.

Where personal information may be sought from:
-    Directly from you
-    Family members or carers
-    Other health and care providers who may for example, refer clients to my services with client consent to do so. This referral would be in the interests of the client's care.

Who I may share personal information with. I will discuss with you in advance to sharing any information.
-    Other health providers (e.g. GPs and consultants)
-    Charities and voluntary organisations
-    Care providers
-    Organisations we need to share information with for safeguarding reasons
-    Emergency services
-    Legal bodies or authorities
-    Relevant regulatory authorities

Lawful bases and data protection rights
Under UK data protection law, I must have a “lawful basis” for collecting and using your personal information. Which lawful basis I rely on, may affect your data protection rights which are in brief set out below. You can find out more about lawful bases on the ICO’s website (https://ico.org.uk).

Your rights as a client:
Client data protection rights are set out below. In certain circumstances, there are exemptions that apply to these. There may be circumstances where healthcare professionals cannot fully comply with a request because of legal obligations. You can find out more about this and your data protection rights on the ICO’s website (https://ico.org.uk).
-    Right of access. You have the right to ask for copies of your personal information. You can request other information such as where we get personal information from and who we share it with.
-    Right to rectification. You have the right to ask for personal information to be corrected or deleted if you think it is inaccurate or incomplete.
-    Right to erasure. You have the right to ask for personal information to be deleted.
-    Right to restriction of processing. You have the right to ask me to limit how your personal information is used.
-    Right to object to processing. You have the right to object to the processing of your personal data.
-    Right to data portability. You have the right to ask that I transfer the personal information you gave me to another organisation, or to you. 
-    Right to withdraw consent. You have the right to withdraw your consent at any time.

If you make a request, I must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact me using the contact details used at the top of this privacy notice.

How to complain
If you have any concerns about my use of your personal data, you can make a complaint using the contact details at the top of this privacy notice.

Changes to this privacy notice:
Any changes I make to this privacy notice will immediately come into effect the moment I publish them.

Last updated: 1st January 2025