Who we are:
Momentum Sports Injury Clinic is a leading provider of independent health services, offering the highest quality physiotherapy, strength and conditioning coaching, sports massage, bike fitting, shockwave, Footscan and Pilates.
Our service offers dedicated time, convenience, and continuity of care for individuals.
What is a privacy notice?
Why issue a privacy notice?
Momentum recognises the importance of protecting personal and confidential information in all that we do and takes care to meet its legal and regulatory duties. This notice is one of the ways in which we can demonstrate our commitment to our values and being transparent and open, and commitment to our values of accountability, acting with Integrity, demonstrating care and passion and striving for quality in all we do.
This notice also explains what rights you have to control how we use your information.
What are we governed by?
The key pieces of legislation/guidance we are governed by are:
Data Protection Act 2018
Human Rights Act 1998 (Article 8)
Access to Health Records Act 1990
Freedom of Information Act 2000
Health and Social Care Act 2012, 2015
Public Records Act 1958
Computer Misuse Act 1990
The Common Law Duty of Confidentiality
The Care Record Guarantee for England
International Organisation for Standardisation (ISO)
General Data Protection Regulations (GDPR)
Who are we governed by?
Information Commissioner’s Office – https://ico.org.uk/
Chartered Society of Physiotherapists – CSP
The Health and Care Professionals Council – HCPC
UK Strength and Conditioning Association – UKSC
Why and how we collect information
We may ask for or hold personal confidential information about you which will be used to support delivery of appropriate care and treatment. This is to support the provision of high-quality care.
These records may include
- Basic details, such as name, address, date of birth.
- Contact we have had, such as appointments and telephone consultations.
- Details and records of treatment and care, including notes and reports about your health
- Results of x-rays, blood tests etc if relevant to your treatment with us.
- Information from people who care for you and know you well, such as health professionals.
It may also include personal sensitive information such as sexuality, race, your religion or beliefs, and whether you have a disability, allergies or health conditions. It is important for us to have a complete picture, as this information assists staff involved in your care to deliver and provide improved care, deliver appropriate treatment and care plans, to meet your needs.
Information is collected in a number of ways, via your healthcare professional, referral details from you’re your employer/referrer (where applicable) or directly given by you.
How we use information
- To help inform decisions that we make about your care.
- To ensure that your treatment is safe and effective.
- To work effectively with other organisations who may be involved in your care.
- To support the health of the general public.
- To ensure our services can meet future needs.
- To review care provided to ensure it is of the highest standard possible.
- To train healthcare professionals.
- For research and audit.
- To prepare statistics on performance.
There is huge potential to use your information to deliver care and improve our health and care services. The information can be used to help:
- Improve individual care.
- Improve diagnosis.
- Develop new treatments
- Plan services.
- Improve patient safety.
It helps you because;
- Accurate and up-to-date information assists us in providing you with the best possible care.
- If you see another healthcare professional or specialist, they can readily access the information
they need to provide you with the best possible care.
- Where possible, when using information to inform future services and provision, non-identifiable
information will be used.
How information is retained and kept safe?
Information is retained in secure electronic and paper records and access is restricted to only those who need to know.
It is important that information is kept safe and secure, to protect your confidentiality. There are several ways in which your privacy is shielded; by removing your identifying information, using an independent review process, adhering to strict contractual conditions and ensuring strict sharing or processing agreements are in place.
The Data Protection Act 1998 regulates the processing of personal information. Strict principles govern our use of information and our duty to ensure it is kept safe and secure.
Technology allows us to protect information in several ways, in the main by restricting access. Our guiding principle is that we are holding your information in strict confidence.
How do we keep information confidential?
Everyone working for Momentum is subject to the Common Law Duty of Confidentiality and the Data Protection Act 1998. Information provided in confidence will only be used for the purposes to which you consent to, unless there are other circumstances covered by the law.
Under the Confidentiality Code of Conduct, all staff are required to protect information, inform you of how your information will be used and allow you to decide if and how your information can be shared. This will be noted in your records.
How long will records be retained?
The lifecycle of a document shall be determined at point of creation. This shall be in accordance with the retention periods set out by the CSP which is eight years for physiotherapy records.
Momentum will only retain records if there is a legal obligation to do so. Unless agreed for extended perseveration, all records will therefore be securely destroyed on expiry of minimum retention periods which is eight years.
Who will the information be shared with?
To provide best care possible, sometimes we will need to share information about you with others. We may share your information with a range of Health and Social Care organisations and regulatory bodies. You may be contacted by any one of these organisations for a specific reason; they will have a duty to tell you why they have contacted you. Information sharing is governed by specific rules and law.
For your benefit, we may also need to share information from your records with both NHS and non-NHS organisations, from whom you are also receiving care or support, such as social services, private healthcare organisations or your employer. However, we will not disclose any health information to third parties without your explicit consent, unless there are exceptional circumstances, such as when the health or safety of others is at risk or where the law requires the disclosure of information. We may also be asked to share basic information about you, such as your name and parts of your address, which does not include sensitive information from your health records.
Generally, we would only do this to assist them to carry out their statutory duties (such as usages of healthcare services, public health or national audits). In these circumstances, where it is not practical to obtain your explicit consent, we are informing you through this notice, which is referred to as a Privacy Notice, under the Data Protection Act.
We will never disclose any clinical information about you to anyone without your consent.
Where patient information is shared with other NHS or non-NHS organisations, information sharing agreement are in place to ensure information is shared in a way that complies with relevant legislation.
Non-NHS organisations may include, but are not restricted to: social services, education services, local authorities, the police, voluntary sector providers, private sector providers or your employer.
In addition, third party organisations we partner with to provide our services to you include: Cliniko, TeamBuildr and Physiotec. To view their own privacy policies and how they use your data please visit their individual websites via the links below:
You have the right to refuse/withdraw consent to information sharing at any time. We will fully explain the possible consequences to you, which could include delays in you receiving care.
Contacting us about your information
If you have any questions or concerns regarding the information we hold on you, the use of your information or would like to discuss further, please contact us as follows:
• By Post: Tracy Latimer, Momentum Sports Injury Clinic, Eldon House East, Regent Centre, Regent Farm Rd, Gosforth, Newcastle upon Tyne NE3 3PW
• By Email: firstname.lastname@example.org
• By Website: www.momentumsic.com
Can I access my information?
Under the Data Protection Act 1998 (GDPR) a person may request access to information (with some exemptions) that is held about them by an organisation. For more information on how to access the information we hold about you please contact us in writing using any of the above-mentioned contact methods.
Requests for rectification or erasure of a record or restricting of processing, should also be in writing and sent using any of the above-mentioned contact methods. Your request will be discussed, and consideration given to the reasons for requesting rectification or erasure of the record.
Contacting us if you have a complaint or concern
We try to meet the highest standards when collecting and using personal information. We encourage people to bring concerns to our attention and we take any complaints we receive very seriously. You can submit a complaint through Momentum Complaints Procedure, which is available by request through our website.
Or writing to Tracy Latimer, Momentum Sports Injury Clinic, Eldon House East, Regent Centre, Regent Farm Rd, Gosforth, Newcastle upon Tyne NE3 3PW
If you remain dissatisfied with the decision following your complaint, you may wish to contact:
Information Commissioner’s Office