Data Protection Policy

This policy meets the requirements of the UK GDPR and Data Protection Act 2018. It is based upon guidance from the Information Commissioner’s Office (ICO). It also meets the requirements of the Protection of Freedoms Act 2012. By aligning with these comprehensive legal frameworks, our organization ensures a robust and compliant approach to the storage and disposal of personal data. This commitment reflects our dedication to maintaining the highest standards of data protection, fostering transparency, and upholding the rights and privacy expectations of individuals. Company is registered as a Data Controller with the ICO. Our registration number is: ZA325774.

1 Introduction

1.1 This Data Protection Policy focuses on the secure storage and responsible disposal of personal data, emphasizing our commitment to safeguarding information throughout its life cycle.

2 Data Storage

2.1 Personal data will be stored in a secure and controlled environment, accessible only to authorized personnel.

2.2 We will protect the confidentiality, integrity and availability of the personal data we process. That is only people who are authorised to use the data will be allowed to access it(confidentiality);

The data will be kept accurate and up-to-date (integrity); and The data will be stored on systems and devices approved by Company – to ensure all authorised

2.3 Users will be able to access it for authorised purposes (availability). Staff should not store personal data on their own equipment or personal devices (computers, mobile devices, portable and removable storage).

2.4 We will take appropriate organisational and technical steps to minimise the risk that personal data is lost, damaged or accessed without authorisation.

2.5 User-level or role-based permissions to control access to systems and electronic records;

• Encryption to protect the sharing and transfer of electronic records;

• Secure, lockable storage facilities for paper records;

2.6 Regular review of our ICT infrastructure and staff working practice to limit the threat of cyber

Security attacks

2.6a Secure, offsite backups that enable lost or damaged data to be restored;

2.6b Regular data-checking exercises to ensure data is accurate and up-to-date; and

2.6c Regular training to ensure staff is aware of our expectations for good practice.

2.7 Adequate security measures, including encryption and access controls, will be implemented to protect stored data from unauthorized access, disclosure, or alteration.

2.8 Regular assessments of storage systems will be conducted to ensure on-going security and compliance with data protection standards.

3 Retention Period

3.1 Personal data will be retained for the minimum duration necessary to fulfil the purpose for which it was collected.

3.2 Retention periods will be determined based on legal, regulatory, and operational requirements.

Address:West Midlands House, Gipsy Ln, Willenhall WV13 2HA Email:tanyaphysiouk@gmail.com

4 Data Disposal

4.1 Personal data will be disposed of in a secure and irreversible manner when it is no longer required for its intended purpose.

4.2 Disposal methods will include shredding physical documents and permanently deleting electronic records.

4.3 Data disposal procedures will be documented and regularly reviewed to ensure compliance with privacy and security standards.

5 Data Disposal Responsibilities

5.1 Personnel responsible for data disposal will be trained on proper procedures and guidelines.

5.2 Clear accountability will be established for overseeing the secure disposal of personal data.

5.3 Verification processes will be implemented to confirm the successful and complete disposal of data.

6 Third-Party Data Processors

6.1 when engaging third-party data processors, contractual agreements will include provisions for the secure storage and disposal of personal data and guidelines.

6.2 Regular audits and assessments will be conducted to verify the third party's compliance with our data protection standards.

7 Documentation and Records

7.1 Records of data disposal activities, including dates and methods, will be maintained.

7.2 7.2 Documentation will be accessible for audit purposes and to demonstrate compliance with data protection regulations.

8 Incident Response

8.1 In the event of a data breach or unauthorized access, an incident response plan will be activated to address and mitigate the impact promptly.

8.2 Notifications, as required by applicable laws, will be made to affected parties relevant authorities.

9 Policy Review

9.1 This policy will be reviewed periodically to ensure its effectiveness and alignment with evolving data protection requirements.

9.2 Updates and improvements will be implemented based on the outcomes of reviews and changes in the regulatory landscape.

Address:West Midlands House, Gipsy Ln, Willenhall WV13 2HA Email:tanyaphysiouk@gmail.com

2 Risk Assessment, Security guide and safety control.

To ensure the safety and security of our premises, clients, and staff, it is crucial to conduct a comprehensive risk assessment and implement appropriate control measures. The following guidelines outline key areas of focus:

1 Physical Security

2 Cleanliness and Hygiene

3 Equipment and Facilities

4 Emergency Preparedness

Compliance with Regulations

Client Comfort

3. Information Security

Quality Assurance Policy

This Quality Assurance Policy is to establish a framework that ensures the consistent delivery of high-quality services to our clients and stakeholders. This policy encompasses all phases of our operations, from initial planning to final delivery.

1 Commitment to Quality

2. Compliance and Standards

3. Customer Focus

4. Process Excellence

5. Training and Development

6. Risk Management

7. Measurement and Monitoring

8. Continuous Improvement

9. Communication and Transparency

Address:West Midlands House, Gipsy Ln, Willenhall WV13 2HA Email:tanyaphysiouk@gmail.com

10 Documentation Accuracy

11 Confidentiality and Data Security

12 Risk Management:

13. Legal and Ethical Compliance

Bribery Policy

This Bribery Policy underscores our unwavering dedication to maintaining the highest standards of professionalism within the company. Recognizing the potential risks associated with bribery, we affirm our pledge to uphold transparency, honesty, and ethical behaviour in all our interactions.

Policy Statement

we strictly prohibits any form of bribery, whether offering, giving, receiving, or soliciting, by any medical professional associated with our services.

Medical expert are expected to conduct themselves with the utmost integrity and refrain from engaging in any activities that could compromise the trust and ethical standards of our practices.

Gifts and Hospitality

Acceptance of gifts, hospitality, or other benefits must be in compliance with applicable laws and regulations.

Medical expert are prohibited from accepting gifts or favours that could influence, or be perceived to influence, their professional judgment.

Conflicts of Interest

Medical experts are required to disclose any potential or actual conflicts of interest that may compromise their objectivity in decision-making processes.

Conflicts of interest must be managed transparently and appropriate measures taken to prevent any influence on medical decisions.

Reporting Mechanism

An accessible and confidential reporting mechanism is in place for medical professionals to report any suspected or observed instances of bribery or corruption.

Whistle-blowers will be protected from retaliation, and investigations will be conducted promptly and impartially.

Training and Awareness

Staff will receive regular training on anti-bribery policies, legal requirements, and ethical standards.

Continuous awareness initiatives will be undertaken to reinforce the importance of ethical behaviour and the consequences of engaging in bribery.

Due Diligence

Prior to engaging in business relationships, due diligence will be conducted to assess the risk of bribery and corruption.

DME are expected to exercise caution when entering into partnerships, collaborations, or contracts to ensure compliance with anti-bribery laws.,

Transparent Procedures

Establish transparent procedures for client interactions and report writing, ensuring a clear separation between professional obligations and external influences.

Monitoring and Auditing

Implement regular monitoring and auditing processes to detect and prevent potential instances of bribery. This includes reviewing financial transactions and client relationships.

Continuous Review

Regularly review and update anti-bribery controls to adapt to changes in laws, regulations, and emerging risks within the legal and medical domains.

Ethical Culture

Promote an ethical culture within practice, emphasizing integrity, honesty, and adherence to professional standards among all team members.

Disciplinary Measures

Violations of this bribery policy may result in disciplinary action, including termination of association with our organization and legal consequences. We are committed to cooperating with law enforcement agencies in investigating and prosecuting instances of bribery involving medical experts.

ETHICS Matters

Confidentiality

Maintain strict confidentiality regarding client information, ensuring that sensitive details are protected and not disclosed without proper authorization.

Conflict of Interest

Identify and address any potential conflicts of interest that may compromise objectivity or impartiality during the assessment. Disclose such conflicts transparently and manage them appropriately.

Impartial Analysis

Conduct a thorough and unbiased analysis of the legal matters at hand. Avoid any undue influence or personal biases that could impact the fairness of the assessment.

Professional Standards

Adhere to established professional standards and legal norms relevant to the specific legal domain. Stay updated on industry best practices and ethical guidelines.

Integrity

Demonstrate unwavering integrity throughout the assessment process. Uphold a commitment to honesty, transparency, and ethical behaviour in all interactions and communications.

Legal Compliance

Ensure that the legal assessment complies with applicable laws and regulations. Stay abreast of changes in legislation that may impact the assessment and adjust accordingly.

Client Communication

Maintain open and clear communication with the client, providing them with accurate and relevant information while respecting legal and ethical boundaries.

Documentation

Thoroughly document the entire assessment process, including findings, methodologies, and any ethical considerations. This documentation serves as a record of due diligence and accountability.

Continuous Improvement

Foster a commitment to continuous improvement in ethical practices. Regularly review and reassess internal processes to identify areas for enhancement in ethical conduct during legal assessments.

Address: West Midlands House, Gipsy Ln, Willenhall WV13 2HA
Email: tanyaphysiouk@gmail.com

Conflict of Interest Policy

Disclosure

Independence

Transparency

Review and Update

Prioritizing Objectivity

Training and Awareness

Confidentiality

Consequences for Violation

Documentation

Legal and Ethical Compliance

Address:West Midlands House, Gipsy Ln, Willenhall WV13 2HA Email:tanyaphysiouk@gmail.com

Complaint handling process

In the event of a complaint, we approach it with utmost seriousness and professionalism. The first step is to acknowledge the complaint promptly, ensuring the complainant feels heard and respected and then proceed to investigate the matter thoroughly, gathering all pertinent information and evidence to understand the nature and circumstances of the complaint fully.

Complaint Handling Procedures

Complaints may be received verbally, in writing, or through electronic means. All complaints are acknowledged promptly upon receipt.

Investigation

An investigation is conducted to gather relevant information and evidence related to the complaint. This may involve reviewing medical records, interviewing staff members, and consulting with relevant stakeholders.

Resolution

Complaints are resolved in a fair and objective manner, with appropriate action taken to address any identified issues or concerns. This may include apologies, corrective actions, or changes to policies and procedures.

Communication

Clear and transparent communication is maintained with the complainant throughout the complaint handling process, providing updates on the progress and outcomes of the investigation.

Documentation

All complaints, investigations, and resolutions are documented in a systematic manner, including the details of the complaint, actions taken, and any follow-up required.

Upon completing the investigation, I compile a comprehensive report detailing the findings, analysis, and any remedial actions taken or recommendations propose. Throughout the entire complaint handling process, I adhere to the principles of confidentiality, integrity, and impartiality, ensuring that all parties involved are treated with respect and fairness. My goal is to uphold the highest standards of professionalism and ethics in every aspect of my work, including complaint resolution.

Booking Process

The booking process for patients in our practice follows a professional and efficient approach. Upon receiving instructions from solicitors, we promptly initiate contact with the client to schedule an appointment.

Firstly, we reach out to the client via phone call to inquire about their availability. During this conversation, we discuss potential dates and times for the appointment, ensuring that it aligns with the client's schedule. Simultaneously, we check the availability of our treatment rooms to ensure a suitable booking can be made.

Once a mutually convenient time slot is identified, we proceed to book the client's appointment. We promptly inform the solicitor of the confirmed booking, ensuring seamless communication and coordination between all parties involved.

To further ensure a smooth and successful appointment, we adopt a proactive approach by sending text messages to the client. One week prior to the scheduled appointment, we send a reminder message to confirm their attendance. Additionally, a day before the appointment, we send another text message to reiterate the details and ensure the client is well-prepared. By adhering to this professional booking process, we strive to provide excellent service to our clients while maintaining effective communication with solicitors. This approach ensures that all parties are well-informed and prepared for the client's visit.

Venues for booking

All complaints, investigations, and resolutions are documented in a systematic manner, including the details of the complaint, actions taken, and any follow-up required.

Upon completing the investigation, I compile a comprehensive report detailing the findings, analysis, and any remedial actions taken or recommendations propose. Throughout the entire complaint handling process, I adhere to the principles of confidentiality, integrity, and impartiality, ensuring that all parties involved are treated with respect and fairness. My goal is to uphold the highest standards of professionalism and ethics in every aspect of my work, including complaint resolution.

Booking Template

Dear [Client Name],

Your upcoming medical assessment with medical expert is confirmed for [date and time] at our [venue name location ]

Cancellation/Rescheduling:
Please inform us at least 24 hours in advance if you need to cancel or reschedule.

Parking: There is a free car park opposite the building for your convenience.

ID Proof:
Remember to bring a valid ID to your appointment.

We appreciate your cooperation and look forward to assisting you with your medical assessment.

Best regards,
Mrs. Tarvinder Kaur
Medical Expert
Physio for You

Address:West Midlands House, Gipsy Ln, Willenhall WV13 2HA Email:tanyaphysiouk@gmail.com