Terms & conditions at PhysioZoneKlinic
1. INTERPRETATION AND VARIATION
1.1 In the Terms and Conditions the following definitions apply:
“PZK” means PhysioZoneKlinic.
“Patient” means any person who has completed and submitted via online bookings, phone or contact form at one of PhysioZoneKlinic clinic website.
“Clinic” means any one of the PhysioZoneKlinic.
Reference to a Clinic in the Terms & Conditions will be to the relevant clinic at which a Patient has booked to attend treatment.
“Terms and Conditions” means these terms & conditions.
1.2 PhysioZoneKlinic reserves the right to vary and revoke the Terms and Conditions from time to time which variation it may consider necessary or desirable for the regulation of the affairs of the Clinic and the conduct of Patients. Any such changes will be notified to Patients and, until revoked, are and will be binding on Patients.
1.3 The Terms and Conditions will be governed by the laws of England and subject to the exclusive jurisdiction of the English courts.
2. REGISTERED PATIENT
2.1 Subject to these terms and conditions, when a person has completed online bookings, phone contact or contact form they will become a Patient of the Clinic.
2.2 Acceptance of a person as a Patient is at the absolute discretion of the Company.
2.3 Patients must be 18 or over or have their parents’ / guardians written consent before becoming a Patient of the Clinic (which consent must be made available on request).
3. PRIVACY POLICY
Data Controller – Katarzyna Lozinska (PhysioZoneKlinic)
Information Held
The following information is collected: Patient name, address, date of birth, email address, phone numbers, GP details, past medical history, family medical history and case history for treatment carried out at clinic.
All information is given by the patient or their carer, parent or legal guardian.
Data Collected
Information collected is sufficient for the purpose of making informed clinical decisions.
Data is collected verbally on the phone by practitioner to book appointments and take contact details.
Medical information is collected by practitioner verbally at a face to face appointment. Patient contact details and appointments are stored on the computer and/or manually.
Patient clinical records are electronic.
Data Storage
We use software - Cliniko as a main provider from both appointment bookings and treatment notes taking and they are GDPR compliant.
All patient records belong to and are owned by PhysioZoneKlinic.
Data Disposal (minimum 8 years, 25 years of age for children)
Registration form via paper form are stored securely at PysioZoneKlinic and are destroyed after 4 years as electronic copies are stored.
Registration forms are destroyed by confidential recycling.
Records cannot be deleted before statutory requirements for data retention – 8 years or up to 25 years of age for children.
Electronic records are deleted from the system after 8 years or 25 years of age for children.
Consent
Patient data is also used for operational purposes Operational communication includes but is not limited to appointment reminder emails and text messages, invoices and feedback requests.
We process your data using the lawful basic. PZK is not using this data for marketing purposes however we may use it for fulfilment of contract and legitimate interest for processing your medical record and sending you health information and exercises relating to your condition.
Your medical record is processed as Special Category Data under Article 9 2(h) of the GDPR. Parents must give consent for communication with children under 16 years.
Data Sharing
Information is only shared with other persons with patient’s permission. This would usually be with other health professionals. Patient information is never passed on to other clinics, practitioners, persons or companies.
Data would extremely rarely be shared without consent if there was a legal order or in cases of serious safety risks.
Security
Access to paper records is restricted to practitioner of PZK - Katarzyna Lozinska.
All electronic data is password protected and access to information can be restricted. Systems are kept updated and antivirus security systems are in place and updated.
Passwords are changed yearly and access to websites are via 2 step verification.
Subject Access Requests
All staff know that subject access requests must be responded to within a month and no charge can be made.
Data is only released on receipt of a signed request from patients or in exceptional circumstances. Any data sharing is detailed in the patient record.
Patient Rights
Patient’s and anyone we hold data about have some rights under GDPR: You can request to: see your data at any time, move your data to another practice, correct any inaccuracies. You may request for details to be deleted but due to our legal obligation we cannot delete your health record but we can remove you from our contact list.
4. CLINIC OPENING TIMES
Details of treatment times at the Clinic may vary from time to time. Session times will be published by the Clinic and will be available either at the Clinic or at physiozoneklinic.co.uk
5. PAYMENT TERMS
5.1 Details of treatment fees are available at physiozoneklinic.co.uk or directly from the Clinic and will be such fees as determined by the Company from time to time.
5.2 All treatments are by appointment, once treatment has been provided payment would be required for the relevant treatment.
5.3 Payments for treatments and treatment plans in any amount are non-refundable unless otherwise stated in the Terms and Conditions.
5.4 Vouchers for single treatments are valid for twelves month from the date of purchase and are non-refundable. In the event where we are unable to provide you with a suitable appointment we may at our sole discretion extend the expiry date.
5.7 Our vouchers carry a strict 24 hours Late Notice Policy. The full treatment cost will be charged for a treatment where cancellation or the rescheduling of a session is not made online or notice of the same is not emailed to the Clinic at least 24 hours prior to the booked time.
6. BOOKINGS, CANCELLATIONS AND LATE NOTICE POLICY
6.1 A Patient may only book or reschedule treatments for themselves via online bookings facility at physiozoneklinic.co.uk or via the mobile phone application (if available)
6.2 Patients will be charged for a treatment where cancellation or the rescheduling of a session is not made online or notice of the same is not emailed to the Clinic at least 24 hours prior to the booked time.
6.3 We operate a 24 hour Late Notice Policy on behalf our the practitioner who provide services for PHZ. In the event you do not turn up for your appointment or it is cancelled or rescheduled within 24 hours the full treatment charge will be applied to the booking.
6.4 Treatments are booked on a first-come first-served basis.
6.5 The total time of your appointment includes consultation, undressing, dressing, treatment and payment, if you feel you will require more time please contact the clinic prior to your treatment.
7. SAFETY & HYGIENE
7.1 In the interests of safety and hygiene, no food or animals are permitted in the Clinic. With the exception of guide dogs.
7.2 Excessive noise, disturbance or unseemly behaviour is prohibited, including abusive or threatening behaviour to anyone associated with PZK. Everyone is entitled to work in or use the clinics without fear of verbal or physical abuse. PZK clinic will support anyone associated by taking legal action against any individual who does not respect this right.
7.3 PZK is not responsible for any incidents/accidents which may happen outside of the PZK clinic door. It is landlord responsibility to keep common/high traffic areas clear of any obstacles and in safe order.
8. GENERAL
8.1 Patients are required to give written notice to PZK of any change of address or email address. Failing such notice, all communications will be assumed to have been received by the Patient within five days of mailing to the last address notified to PZK.
8.2 PZK may, if a Patient wishes, communicate with the Patient by electronic mail (“email”). By providing an email address to PZK the Patient consents to receiving email communications from PZK, including notices pursuant to the Terms and Conditions. The Patient also accepts the risk that email may not be a secure and confidential means of communication. PZK will not be liable for any loss or damage suffered as a result of communicating with a Patient by email.
8.3 Patients must at all times observe PZK guidelines which may be notified to them from time to time and are requested to comply with any reasonable directions which the management of PZK may issue to ensure the smooth operation of PZK for the convenience of all Patients.
8.4 Any marketing, educational or other materials of any nature whatsoever produced by PZK in connection with the Clinic and which are made available to Patients at the Clinic will at all times remain the property of PZK and will be subject to the PZK’s copyright.
Health & Wellbeing
IMPORTANT NOTICE -Coronavirus (COVID-19)
We would like to reassure you that we are following all necessary guidelines from the government/NHS and, due to the close nature of our job and volume of people attending, we are taking extra precautions against COVID-19.
In light of this, we will be making a few changes and adding a couple of policies in place to help ensure that we all keep each other as safe as possible. Please read on for more information as this WILL affect your appointment.
PZK will continue to open as usual but we ask for your cooperation and honesty in helping us to implement the following;
*If you feel unwell or have ANY of the following symptoms, please reschedule until 14 days after they have stopped;
- coughing
- sneezing
- runny nose
- high temperature
If you show signs of any of being unwell during your treatment you will politely be asked to leave and reschedule. (As a close working environment this is actually something we would appreciate for you all to adhere to any time of year!)
* If you have been in contact with anyone with a suspected or confirmed case of COVID-19 please reschedule.
* If you, or someone that lives with you, have travelled outside of the UK please wait 7 days from your return before attending any appointments, even if you have not travelled to any of the high risk areas.
If you have any questions, or know that you will need to reschedule an appointment due to any of the above, please get in touch.
Thank you for your cooperation,
PhysioZoneKlinic