Privacy Statement

The Condition Management Company processes information about you in order to provide health care services, and in doing so has to comply with the requirements of the Data Protection Act (DPA) 2018. This means that data held about you must only be used for specific purposes as defined by law. This Privacy Statement has been created to inform you about the types of information held about you, why that information is held about you, and to whom that information may be shared.

Why we collect information about you:

Your clinical care team and other health and care professionals caring for you keep records about your health and any treatment and care you receive from the service. These help ensure that you receive the best possible care from us. They may be written down (manual records), or held on a computer. The records may include:

  • Basic information about you, such as name, address, date of birth, NHS number and GP details,

  • Contacts we have had with you, such as treatment sessions

  • Notes and reports about your health and any treatment and care you need such as referral to another service,

  • Details and records about the treatment and care you receive,

  • Relevant information from other health and social care professionals, local authorities, voluntary organisations, relatives or those who care for you and know you well.

How your personal information is used:

Your records are used to direct, manage and deliver the care you receive to ensure that:

  • The clinical care team and other healthcare professionals involved in your care have accurate and up to date information to assess your health and decide on the most appropriate care for you,

  • The clinical care team and other healthcare professionals have the information they need to be able to assess and improve the quality and type of care you receive,

  • Your concerns can be properly investigated if a complaint is raised,

  • Appropriate information is available if you see another member of the clinical care team, or are referred to another service with your consent

How your records are used to help The Condition Management Company:

  • Review the care we provide to ensure it is of the highest standard and quality.

  • Ensure our services can meet service user needs in the future.

  • Investigate service users’ queries, complaints and legal claims.

  • Prepare statistics on the Company’s performance.

  • Audit Company accounts and services.

  • Helping to train and educate healthcare professionals.

Some of this information is held centrally within the Company, but where this is used for statistical purposes stringent measures are taken to ensure that individual service users cannot be identified. Anonymous statistical information may also be passed to organisations with a legitimate interest, including Universities and Research Institutions.

Where it is not possible to use anonymised information, personally identifiable information may be used for essential The Condition Management Company purposes. They may include research and auditing services. This will only be done with your consent, unless the law requires information to be passed on to improve public health.

How we keep your records confidential and secure:

Everyone working for The Condition Management Company has a legal duty to keep information about you confidential and secure.

You may be receiving other types of care from other organisations as well as The Condition Management Company e.g. Social Services and the Voluntary Sector. We may need to share some information about you so we can all work together for your benefit. We will only ever use or pass on information about you if others involved in your care have a genuine need for it. When we pass on any information, we will ensure it is kept confidential and secure.

Anyone who receives information from us is also under a legal duty to keep it confidential and secure.

We are required by law to report certain information to the appropriate authorities. This is only provided after a qualified health professional, as defined under the Data Protection Act 1998 has given formal permission. Occasions when we must pass on information may include:

  • Notification of births and deaths,

  • Where we encounter infectious diseases which may endanger the safety of others such as meningitis or measles,

  • Child or Adult Protection cases,

  • Where a formal court order has been issued,

  • National Treatment Agency for Substance Misuse to monitor the availability, capacity and effectiveness of treatment for drug misuse in England.

Who do we share your information with?

Everyone working within The Condition Management Company has a legal duty to keep information about you confidential. Similarly, anyone who receives information from us has a legal duty to keep it confidential.

You may be receiving care from other service providers as well as The Condition Management Company , for example Social Care Services. We may need to share some information about you with them so we can all work together for your benefit if they have a genuine need for it as part of your care or we have your permission. Therefore, we may also share your information with:

  • Social Care Services.

  • Education Services.

  • General Practitioner (GPs),

  • Local Authorities

  • Voluntary and private sector providers

We share information in line with the legislation from the Health and Social Care Act 2015 and we process/share your information under the Data Protection Act legislation and the new GDPR (General Data Protection Regulation) legislation of article 6(1)(c), 6(1)(d), 6(1)(f) and article 9 EU GDPR (processing of special categories of personal data)

9(2)(h) – Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of Union or Member State law or a contract with a health professional.

Data Protection Notification

The Condition Management Company is a ‘data controller’ under the DPA. We have notified the Information Commissioner’s Office (ICO) that we process personal data and the details are publicly available from:-

Information Commissioner’s Office
Wycliffe House
Water Lane

If you have any questions in regards to your information and how it is used, or you wish to make a complaint, please contact The Condition Management Company Caldicott Guardian on 03300 436965 or the ICO on the above address.

Retention Periods

We follow the Company and Department of Health (DOH) policies and guidance in regards to the retention periods of data and information that we hold.

What is the right to know?

The Freedom of Information Act 2000 (FOIA) gives people a general right of access to information held by or on behalf of public authorities, promoting a culture of openness and accountability. In theory, you can request any information that we hold, that does not fall under an exemption. You may not ask for information that is covered by the Data Protection Act.

Your request must be in writing and can be posted to:

The Condition Management Company
Anderson House

Clinton Avenue