Your information and GDPR

Digital Sports Physio collects information relating to people’s health and personal details. This information is classed as sensitive data and termed as special category data. Under the new General Data Protection Regulation or GDPR, patients of Digital Sports Physio have a right to know why their information is collected, for what purpose it is used and how it is kept safe. People also have greater rights to access the personal information that Digital Sports Physio holds.

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Why is information collected?

For a detailed and accurate physiotherapy assessment and plan to take place, information about a person's current and past health needs to be obtained. Under GDPR, Digital Sports Physio has a legitimate interest in the person’s information and that is part of the contract between a health professional and a person seeking their advice. This information allows us to give people the best service possible.

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How is this information used?

Information such as your address allows us to post information to you if required and also to identify you in correspondence with other health practitioners such as your GP. Your telephone number allows us to communicate with you regarding your session or to have a phone call if there is a problem with the internet connection during a video call. Your email address is used for sending you the confirmation of booking, the link to the video call and any written information e.g. summary report after first session, extra exercise advice to the rehabilitation programme you access through your own Physitrack account. Your date of birth is used as a unique identification for your records. Medical details allow for a detailed assessment to take place which will help us form a physiotherapy diagnosis and plan to help the problems that you have. If necessary and with your consent, there may be communication with the referring GP or consultant.

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Who has access to your information?

All staff of Digital Sports Physio are bound by confidentiality laws, the standards of conduct, performance and ethics of CORU (Regulating Health & Social Care Professionals) and the Irish Chartered Society of Physiotherapy (ICSP) code of conduct. Your information will not be shared outside Digital Sports Physio unless you have given consent, except when

- requested by law

- in your best interests and you are unable to give consent

- in the public interest to prevent serious harm to others.

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How is your information stored?

The initial and follow-up assessments and plan as well as your name, date of birth, address, telephone number and email are recorded as electronic records within Power Diary and Physitrack. Information is accessed by Lucie on a password protected computer that has robust security software to prevent loss of information. All information is kept for a period of seven years after the last session or date of death at which point they are permanently deleted. 

Your name and email address may be shared with Mailchimp so that Digital Sports Physio can contact you through their Mailchimp account. When you register for the Digital Sports Physio Academy, your email and name are recorded within the Thinkific platform.

Any pre-recorded videos that you send to Digital Sports Physio as part of a physio assessment (eg video of you running, carrying out a specific movement or exercise) will be reviewed by Digital Sports Physio, assessed and any relevant observations noted in your electronic records. Any video will not be retained / stored by Digital Sports Physio beyond the relevant therapeutic episode. 

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How can you access your information?

You have the right to request to see the information that Digital Sports Physio holds about you. All requests will be answered in the time frame of one month unless you are notified of a difference to this time scale.

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Request for information held can be made in writing. Please address any request to Lucie Hanaghan, Data Protection Officer for Digital Sports Physio via secure email at lucie@digitalsportsphysio.com. In the instance where requests are excessive or unfounded, Digital Sports Physio has the right to refuse and /or charge for time spent. This does not affect the individual’s right to complain to the data protection commissioner to seek judicial remedy. Where a fee is deemed appropriate Digital Sports Physio will not comply with any requests until the fee is received.

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Your right to amend, restrict and object to the information held. Under GDPR, all individuals have the right to have incorrect information that is held about them amended. If this was to arise within the records held by Digital Sports Physio, the information would become restricted which means they would not be used until the issue was resolved. However, if Digital Sports Physio deems the information to be accurate then no amendment will be made.

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You have the right to have the information we hold restricted if you:

- contest the accuracy

- need the information to establish, defend or exercise a legal claim

- object to the information held.

In this instance all physio sessions will be stopped until the issue is resolved. You also have the right to object to Digital Sports Physio holding your personal information on grounds relating to your particular situation and as with restriction, all physio sessions will stop and your information will become restricted until the issue is resolved.

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How is your information kept safe?

Information stored by Digital Sports Physio is kept on a password protected computer, stored in an encrypted folder within a password protected account. Power Diary is designed to ensure medical records remain secure while allowing you to have access to your own billing information, payments and appointments. There are robust security measures on the computer Digital Sports Physio uses to access these files in order to prevent and minimise the risk of information theft. When information is shared with others e.g. your GP or consultant, it will either be sent via encrypted email or recorded delivery. Digital Sports Physio takes the utmost care to ensure that your personal information is safe whilst it is under our care. In the unlikely event that this safety was compromised you will be notified immediately as will the Data Protection Commissioner.