Privacy Info

Privacy Info:

This info provides info about how we collect, store and communicate personal data. The following details explains how your data is securely managed and your rights when your data is processed.

Therapyworks is compliant with the principles of the General Data Protection Regulation (GDPR) and is registered with the Information Commissioner’s Office (ICO).

Paul Bainbridge is the data controller for all information held about Therapyworks clients. You can contact the data protection officer by emailing Talk@therapyworksmanchester.com 

Therapyworks collect and maintain some data submitted by our clients to:

  • Book appointments.

  • Provide written information about assessment and treatment to clients.

  • Ensure that professionals involved in the provision of treatment have accurate and up-to-date information.

  • Investigate concerns or formal complaints.

  • Provide accurate information if clients transfer to another therapy provider or request a referral elsewhere

Your info:

Therapyworks has a duty to:

  • Maintain full and accurate records of the therapy provided.

  • Ensure that your records are confidential, secure and accurate.

  • Provide a copy at your request in an accessible format within 1 calendar month

Your record may include some or all of the following:

  • Your name, email, contact number, postal address and date of birth.

  • Contact we have had with you, such as enquiries made via a website or confirmed appointments (Personal info from email enquires is deleted if you choose to not book a formal therapy appointment)

  • Therapy notes, test results and reports kept on our database and by the relevant therapist.

  • Relevant information from referrers such as health professionals or relatives.

How Therapyworks uses your contact details:

Contact information is normally collected at the assessment stage. We take your privacy seriously so please let us know if you have any specific contact instructions.

If you provide a phone number, we may call, leave messages or text. If you provide us with your email address, we may use it to send confidential information, unless you have instructed us not to do so.

If you have an urgent question or feel at risk after going home after treatment contact an emergency service e.g. 111 NHS emergency service or 999 for life threatening conditions by telephone, do NOT email Therapyworks Manchester in an emergency.

How your info is stored:

Your info is stored in strict confidence. Information is stored on a secure cloud based database. Any paper notes are kept in secure filing. Therapyworks complies with the following principles

  1. Personal data shall be processed fairly and lawfully.

  2. Personal data shall be obtained only for specified and lawful purposes.

  3. Personal data shall be adequate, relevant and not excessive in relation to the purposes for which it is processed.

  4. Personal data shall be accurate and where necessary, kept up to date.

  5. Personal data shall be kept for no longer than is necessary.

  6. Personal data shall be subject to appropriate technical and organisational measures to protect against unauthorised or unlawful processing and accidental loss, destruction or damage.

Information about you and the services you receive may be held in written and electronic formats and will be kept for no longer than necessary.

How your Info is used

We use your records to:

  • Ensure that any treatment provided to you are based on accurate information.

  • Send a letter about your care to your GP or other health professional if appropriate.

  • Investigate any relevant concerns or complaints you or your family have.

  • Provide information that is needed for financial transactions in relation to payment for treatment, such as billing. This may include details shared with your insurance company. If you have any concerns about this, please contact your insurance provider.

We may share your info where:

  • You ask us to do so.

  • We ask for specific permission and you agree to this.

  • We are required to do this by law.

  • We have special permission because we believe that the reasons for sharing are so important that they override our obligation of confidentiality (e.g. to prevent someone from being seriously harmed).

Therapyworks will not provide client information to other organisations except under the circumstances described in this privacy notice.

Sharing information with family and other professionals:

You must specifically name other people, with whom you would like us to share information about you. We make best efforts to ensure that information provided over the telephone is restricted to those you have named and we share on a need-to-know basis. Sometimes this means refusing to disclose information about you to someone who feels they should know about your treatment and progress. Please make your family and friends aware of this

Sometimes we have a legal duty to provide information about people; e.g. where personal risk is a factor and when a court order instructs us to do so. Records may also be shared without the patient's consent in exceptional situations, such as to safeguard adults or children.

Your Legal Rights:

You have the right to confidentiality under the Data Protection Act 1998 (DPA), the Human Rights Act 1998 and the Common Law Duty of Confidentiality. The Equality Act 2010 may also apply.

You have the right to request the erasing of your data under the policy Right to Erasure (‘right to be forgotten’) in article 17 of Chapter 3 of the GDPR (EU) 2016/679.

You have the right to know what information we hold about you, what we use it for and if the information is to be shared, who it will be shared with.

You have the right to apply for access to the information we hold about you. Other people can also apply to access your health records on your behalf. These include anyone authorised by you in writing (such as a solicitor), or any person appointed by a court to manage your affairs where you cannot manage them yourself. Access covers:

  • The right to obtain a copy of your records

  • The right to have the information provided to you in a way you can understand and explained where necessary, for example where abbreviations have been used. You would not be entitled to see information that:

    • Has been provided about you by someone else if they haven’t given permission for you to see it.

    • Identifies another person who has not given permission for you to see the information about them.

    • Relates to criminal offences.

    • Is being used to detect or prevent crime.

    • Could cause physical or mental harm to you or someone else. If you are currently receiving services from us and wish to view the record without obtaining a copy, discuss your request with the therapist providing your care.

Obtaining a copy of your info:

If you wish to apply for access to the information we hold about you. Please note:

  • You should send your request in writing to Paul Bainbridge. Data Protection Officer – talk@therapyworksmanchester.com. You should provide enough information to enable us to correctly identify your records, for example include your full name, address, date of birth.

  • We will take every reasonable step to respond to you within one calendar month

  • You may be required to provide a form of ID before any information is released to you. Once you receive your records, if you believe any information is inaccurate or incorrect, please inform us