General Data Protection Regulation (GDPR) - 25th May 2018

This legislation replaces current data privacy law, giving more rights to you as an individual and more obligations to organisations holding your personal data. One of the rights is a right to be informed; this means we are committed to give you even more information about data we use, share and store your personal information.

This privacy notice was written with clarity in mind. It does not provide exhaustive detail of all aspects of how we collect and use personal information. If you require further details, we are happy to provide any additional information and explanation. Any requests for this should be sent to the address at the bottom of this webpage.

How we use your information
This privacy notice tells you what to expect when Moore Associates Physiotherapy Ltd (MAP Ltd; www.mooremovement.co.uk) collects personal information.  It applies to information we collect about:

  • visitors to our website;
  • complainants and other individuals in relation to a data protection or freedom of information enquiries;
  • people who use our services, (eg who subscribe to our mailing lists or request a publication from us;
  • people who notify under the Data Protection Act;
  • job applicants and our current and former employees. 

Visitors to our website
When someone visits www.mooremovement.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will state this explicitly. We will be very clear when we collect personal information and will explain what we intend to do with it.

Use of cookies by MAP Ltd
We do not use cookies on our website; third-party services we interact with may use cookies but these websites explicitly ask you to confirm you are happy to allow these to run on your computer.

Security and performance
MAP Ltd uses a third party service (Namesco, Worcester, England) to help maintain the security and performance of our website. To deliver this service it processes the IP addresses of visitors to the MAP Ltd website.

People who contact us via social media
We use a third party providers (Facebook, Twitter, Instagram, Google+, You Tube & LinkedIn) to manage our social media interactions. You are advised to read the privacy policy of the relevant platform before you interact with us using social media.
If you send us a private or direct message via social media the message will be stored for the required duration necesary by our professional bodies (http://www.hpc-uk.org/registrants/socialmediaguidance/ & http://www.csp.org.uk/publications/social-media-guidance-csp-members). It will not be shared with any other organisations.

People who call our clinic landline
When you call our landline, we collect Calling Line Identification (CLI) information (BT Cloud Phone with Ring Central). We use this information to help improve efficiency and effectiveness. We do not share any personal information about you to this provider.

People who email us
We use Secure Socket Layers & Transport Layer Security (TLS) to encrypt and protect email traffic in line with UK government recommendations (https://www.gov.uk/service-manual/technology/using-https). If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

People who use MAP Ltd services
MAP Ltd offers various services to the public. We may use third party providers to process publication requests, but they are only allowed to use the information to send out the publications. We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have used our service to carry out a survey to find out if they are happy with the level of service they received. If people do subscribe to our services, they can cancel their subscription at any time and are given an easy way of doing this.

Reporting a security breach
Electronic communications service providers are required by law to report any security breaches involving personal data.
We provide an online form for this purpose, hosted by Namesco. We use the data collected by the form to record the breach, to make decisions about the action we may take, and as relevant in order to carry out those actions. We retain personal information only for as long as necessary to carry out these functions, and in line with our retention schedule. This means that logs and breach reports will be retained for two years from receipt, and longer where this information leads to regulatory action being taken. We retain de-personalised information about organisations for as long as is necessary to help inform future actions, but no individuals are identifiable from that data.

What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you about changes to our services or matters that may affect you (e.g. if we need to cancel or change appointment times).

What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your treatment. This information will not be made available to any staff outside of our team in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

Diagnosis & assessments
We will ask you to participate in assessments, movement system tests or occupational questionnaires or a combination of these. Information will be generated by you and by us. For example, you might complete a written assessments and we will take notes about physical findings. We are obliged by professional bodies to retain medical records for 8 years.

Use of data processors
Data processors are third parties who provide elements of our service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us.
Microsoft Bookings (Diary system)
iZettle (Card payments)

Quikbooks (Invoicing)
BT CloudPhone (Telephone)

Namesco (Website & email)

Your rights
Under the GDPR (2018) & Data Protection Act (1998), you have rights as an individual which you can exercise in relation to the information we hold about you.

Complaints or queries
MAP Ltd tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
If you want to make a complaint about the way we have processed your personal information, you can contact us at the address below.

Access to personal information
MAP Ltd tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form & format.
To make a request to us for any personal information we may hold about you, will ask that you put the request in writing addressing it to our Information Governance department, or writing to the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting our Information Governance department.

Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we may need to share personal information with the other oranisations concerned and with other relevant bodies. Further information is available (upon request) about the factors we shall consider when deciding whether information should be disclosed.
You can also get further information on:
  • agreements we have with other organisations for sharing information;
  • circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
  • our instructions to staff on how to collect, use and delete personal data; and
  • how we check that the information we hold is accurate and up to date.

People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis. As members of professional bodies, we have a duty to inform about certain complaints (http://www.csp.org.uk/publications/duty-report).
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 24th May 2018.

How to contact us
If you want to request information about our privacy policy you can write to us:
Information Governance Officer
1a Regent Street
Beeston
Nottingham
NG9 2EA