The Health, Injury and Performance Hub (HIP-Hub) is committed to protecting your personal information and this privacy notice relates to our use of your personal information collected from you either in person, by letter, e-mail, via digital forms or over the telephone. It also relates to information about you that is shared with us from someone else e.g. your doctor or insurance company.

‘Personal data’ means any information that is identifiably about you.
‘Special categories personal data’ means ‘sensitive data’ such as health data.
‘We’ means the HIP-Hub at the University of Hull.

We collect and process data because we have a legal or contractual obligation to do so and we ensure that it is adequate, relevant and limited to what is necessary to provide a physiotherapy service to you.

What information we collect

We collect and process information when you telephone the clinic to make an enquiry or appointment, when you email us, when we receive a referral about you, or if you visit the clinic in person.

At the point of enquiry or booking we will ask you for personal data:
name:

• date of birth
• address
• telephone number, either landline or mobile or both
• e-mail address

Our lawful basis for processing your general personal data is contractual in order to be able to offer you a physiotherapy service, appointments and billing.

On your Assessment Form or at your appointment we may ask for information regarding:

• general health
• previous health
• information regarding the condition you are seeking advice about
• activities you undertake
• type of employment
• medication you take

We will also record the findings of a physical examination and continue to keep a record of your treatments each time you have an appointment.

Our lawful basis for processing your special categories of personal data is legal obligation as we have to fulfil documentation criteria to meet professional standards.

How we use this information

We use an electronic diary, accounts and clinical notes package (RehabGuru or Outlook calendar) that is accessible for maintenance and support at our request.
We may write and store paper notes in some situations.

We use information;

1. To provide a legal record of any treatment or advice we provide.
2. To ensure continuity of care.
3. For accounts purposes.
4. To contact you about your ongoing treatment including sending exercise plans by e-mail. We use a third party for this service (RehabGuru).
5. To contact you if new information or treatments become available that may be of benefit to you.
6. With your permission, to liaise with other medical professionals who may be involved in your care; this may include GP’s, Consultants, Occupational Health Departments Class Instructors or other Health Care Professionals.
7. For quality feedback and audit purposes.

We do not pass on your information for commercial purposes

We take all reasonable steps to ensure that our information is kept up to date and rectified if necessary. It is your responsibility to inform us if any personal information changes, in order that our records are accurate.

How long do we keep personal information?

We keep your personal data for no longer than reasonably necessary.
We have a legal obligation to retain records for 8 years after the conclusion of any treatment.

If the record relates to a child or young person, the records must be kept until the patient’s 25th birthday

How do we protect your information?

We are committed to ensuring that your information is secure. In-order-to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Sharing your personal data

We may pass information, with your permission, to other medical professionals or insurance companies who are involved in your care; this may include GPs, Consultants, Occupational Health Departments or other Health and Care Professionals.

This information may be passed on in the form of a written letter which is given to you – if this is the case, the letter becomes your responsibility and the protection of its contents is your responsibility.

Providing us with your personal data

You are under no statutory or contractual requirement or obligation to provide us with your personal data but failure to do so may mean we are unable to offer services at our clinics.

Controlling your personal information

You are entitled, to request a copy of the personal information we hold about you and to have any discrepancies rectified if appropriate. If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us and we will promptly correct any information where legally possible.

You are entitled to request that we transfer your data direct to another controller and to request that your personal data is erased where it is no longer necessary to retain it. We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We confirm that we do not transfer data abroad or use any form of automated decision making in our business.

Changes to our privacy policy

All changes will be notified on our website.

Health, Injury and Performance Hub
University of Hull
Washburn Building
Cottingham Road
Hull
HU6 7RX