JM Complete Fitness are committed to maintaining the on-line privacy of its existing and future clients. We use the information we collect from you to both help us understand more about how our site is used and can be improved, and to be able to send you further information about our activities that you have requested (eg newsletter signup).
Information that may be Gathered
We collect the following information regarding visitors to our website via Google Analytics: IP address, information regarding which pages are accessed, and where voluntarily supplied by visitors, personal information such as email addresses and names.
If you choose to supply personal contact details, we will use this information to provide you with any services or information that you have requested.
Contact data held will be used solely by JM Complete Fitness, and will not be passed on, or transferred to, third parties, except where we request your permission to do so, or under special circumstances where we are legally required to do so.
If your contact details change, or you wish us not to send you further information, you can contact us via the online form.
Protection of Data
We are committed to taking reasonable steps to protect the individual identifying information that you provide to us. Once we receive your data, we make best efforts to ensure its security on our systems.
Access to Data Held
Within the United Kingdom, the 1998 Data Protection Act offers users of the website rights to be told what personal information we hold on our electronic databases. If you wish to obtain this information please contact us via the online form. You can also amend the details, unsubscribe from any mailing via links on the mailshot or ask to be totally removed from our systems at any time.
(Why we collect your personal data and what we do with it)
When you supply your personal details to this clinic they are stored and processed for 4 reasons (the bits in bold are the relevant terms used in the General Data Protection Regulation – .ie. the law):
- We need to collect personal information about your health in order to provide you with the best possible treatment. Your requesting treatment and our agreement to provide that care constitutes a contract. You can, of course, refuse to provide the information, but if you were to do that we would not be able to provide treatment.
- We have a “Legitimate Interest” in collecting that information, because without it we couldn’t do our job effectively and safely.
- We also think that it is important that we can contact you in order to confirm your appointments with us or to update you on matters related to your medical care. This again constitutes “Legitimate Interest”, but this time it is your legitimate interest.
- Provided we have your consent, we may occasionally send you general health information in the form of articles, advice or newsletters. You may withdraw this consent at any time – just let us know by any convenient method. All newsletters will have a clear unsubscribe option that you can use at anytime.
We have a legal obligation to retain your records for 8 years after your most recent appointment (or age 25, if this is longer), but after this period you can ask us to delete your records if you wish. Otherwise, we will retain your records indefinitely in order that we can provide you with the best possible care should you need to see us at some future date.
Your records are stored:
on paper, in locked filing cabinets.
If you have a physiological assessment (fitness tests, body composition or nutritional analysis your data will be stored on our office computers. These are password-protected, backed up regularly.
We will never share your data with anyone who does not need access without your written consent. Only the following people/agencies will have routine access to your data:
- Your practitioner in order that they can provide you with treatment
- Other administrative staff, such as our bookkeeper. Again, administrative staff will
- We also use Outlook and Mailchimp to coordinate our messages, so your name and email address may be saved on their server.
From time to time, we may have to employ consultants to perform tasks which might give them access to your personal data (but not your medical notes). We will ensure that they are fully aware that they must treat that information as confidential, and we will ensure that they sign a non-disclosure agreement.
You have the right to see what personal data of yours we hold, and you can also ask us to correct any factual errors. Provided the legal minimum period has elapsed, you can also ask us to erase your records.
We want you to be absolutely confident that we are treating your personal data responsibly, and that we are doing everything we can to make sure that the only people who can access that data have a genuine need to do so.
Of course, if you feel that we are mishandling your personal data in some way, you have the right to complain. Complaints need to be sent to what is referred to in the jargon as the “Data Controller”. Here are the details you need for that:
JM Complete Fitness & Sports Injury Clinic
Wind Street, Llandysul
Ceredigion. SA44 4BD