PRIVACY STATEMENT VONDELFYSIO

1. General

Vondelfysio places great importance on protecting your privacy and handling your personal data with care.

This privacy statement explains which personal data we collect and process, for what purposes we do so, the legal grounds on which processing takes place, with whom data may be shared, how long data is retained, and what rights you have.

The processing of personal data by Vondelfysio is subject, among other legislation, to the General Data Protection Regulation (GDPR), the Dutch GDPR Implementation Act and, where applicable to the treatment relationship, the Dutch Medical Treatment Contracts Act (WGBO).

2. Who is responsible for your personal data?

Vondelfysio is responsible for the processing of personal data that takes place within our practice and through our website.

Vondelfysio
Website: www.vondelfysio.nl

For questions regarding privacy or the processing of your personal data, you can contact us using the contact details available on our website.

3. Which personal data do we process?

Depending on your interaction with Vondelfysio, we may process, among other things, the following personal data:

  • your name, address and place of residence;
  • your date of birth;
  • your sex or gender, insofar as this is relevant and necessary for healthcare provision;
  • your telephone number and email address;
  • your Dutch citizen service number (BSN), where we are legally permitted or required to process it;
  • information about your health insurance;
  • referrals and information from referring healthcare providers;
  • information about your health, symptoms, medical history, examination, diagnosis and treatment;
  • information you provide to us yourself;
  • information about appointments and treatment contacts;
  • billing and payment information;
  • correspondence with you and, where permitted, other healthcare providers;
  • information necessary for the administration and operation of our practice;
  • technical data that may be processed when you use our website.

Health data is classified as special category personal data. Vondelfysio processes this data only where a valid legal basis exists and handles it with particular care.

4. Why do we process your personal data?

Vondelfysio may process personal data for purposes including:

  • providing appropriate and responsible physiotherapy care;
  • entering into, carrying out and administering the treatment agreement;
  • maintaining a patient record;
  • carrying out examinations, treatment, evaluations and reporting;
  • planning and managing appointments;
  • communicating with you about appointments, treatment or other care-related matters;
  • billing and the financial settlement of treatments;
  • communication with health insurers, where necessary and legally permitted;
  • communication with referring professionals and other healthcare providers involved in your treatment, where permitted;
  • quality monitoring and improving our healthcare services;
  • handling questions, complaints or requests;
  • complying with legal and administrative obligations;
  • securing and technically operating our website and digital systems.

As a general rule, we do not use personal data for other purposes that are incompatible with the purpose for which the data was originally collected.

5. On what legal grounds do we process personal data?

Vondelfysio processes personal data only where a valid legal basis exists.

Depending on the situation, processing may be necessary:

  • for the performance of a treatment agreement or another agreement;
  • to comply with a legal obligation;
  • for the provision of healthcare;
  • to protect vital interests;
  • for the purposes of a legitimate interest;
  • or, where legally required, on the basis of your consent.

Separate consent is not required in all cases for the processing of personal data that is necessary for your treatment.

For certain other forms of processing or disclosure of personal data, your prior consent may be required.

Where processing is based exclusively on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the consent was withdrawn.

6. Your medical record

When you receive treatment at Vondelfysio, we maintain a medical patient record.

We record the information necessary for appropriate healthcare provision and continuity of your treatment.

Your patient record may include information such as:

  • your symptoms and reason for seeking care;
  • relevant medical history;
  • examination findings;
  • diagnosis or physiotherapy working diagnosis;
  • treatment plan;
  • treatments provided;
  • progress and evaluation;
  • relevant correspondence with other healthcare providers;
  • other information necessary for appropriate treatment.

We do not record more information than is reasonably necessary for healthcare provision and compliance with our legal obligations.

7. Electronic patient record: FysioManager

Vondelfysio uses FysioManager as its electronic patient record system and to support practice administration.

FysioManager may process personal data necessary for:

  • maintaining your medical record;
  • recording examination and treatment information;
  • managing and scheduling appointments;
  • communication relating to your treatment;
  • processing questionnaires;
  • billing and financial administration;
  • compliance with legal and administrative obligations.

Because FysioManager processes health data, this information is handled with particular care.

Vondelfysio remains responsible for the lawful processing of its patients’ personal data. External suppliers that process personal data on behalf of Vondelfysio are required to implement appropriate technical and organisational measures and, where legally required, are bound by agreements concerning the protection, security and confidentiality of personal data.

8. MijnZorgtoegang and the patient portal

For the online patient portal and certain digital functions relating to appointments and healthcare information, Vondelfysio uses MijnZorgtoegang, a service provided by World of Health B.V.

Depending on the functions available, MijnZorgtoegang may allow you to:

  • log in to your personal patient environment;
  • view or manage appointments;
  • complete questionnaires;
  • view information made available through the linked electronic patient record;
  • add information that may be processed directly in the linked patient record.

According to the privacy statement of MijnZorgtoegang, only information necessary for the proper functioning of the portal is stored. Medical information made available through the linked electronic patient record is, according to MijnZorgtoegang, displayed in real time and is not stored separately by MijnZorgtoegang.

For the functioning of the portal, information such as your email address, username, password and, where necessary, your BSN may be processed.

Further information about the processing of personal data by MijnZorgtoegang is available in the privacy statement of MijnZorgtoegang.

9. Retention periods

Vondelfysio does not retain personal data for longer than necessary for the purpose for which it was collected, unless a legal retention obligation requires a longer retention period.

Under the Dutch Medical Treatment Contracts Act (WGBO), medical records are generally retained for 20 years from the date of the last amendment to the record.

In certain circumstances, medical data may be retained for a longer period, for example where this is necessary for appropriate healthcare provision, because of the interests of another person, or where another legal obligation applies.

For other personal data, we apply retention periods that are appropriate to the purpose of the processing and the applicable legal obligations.

10. Confidentiality and security

All employees and healthcare professionals within Vondelfysio who have access to personal data are bound by confidentiality obligations and, where applicable, professional medical confidentiality.

Vondelfysio takes appropriate technical and organisational measures to protect personal data against, among other things:

  • unauthorised access;
  • loss;
  • destruction;
  • unauthorised alteration;
  • unauthorised disclosure;
  • publication or other unlawful use.

Access to personal data is limited as much as possible to persons who need the information to perform their duties.

We also require external service providers that process personal data on behalf of Vondelfysio to implement appropriate measures to protect personal data.

11. Disclosure of personal data to third parties

Vondelfysio does not disclose your personal data to others without reason.

Where necessary and legally permitted, personal data may be shared with, for example:

  • other healthcare providers directly involved in your treatment;
  • your general practitioner or referring healthcare provider;
  • health insurers;
  • suppliers of our electronic patient record and patient portal;
  • other IT, hosting and software providers;
  • administrative and financial service providers;
  • government authorities or supervisory bodies where we are legally required to provide information.

The disclosure of medical information is subject to professional medical confidentiality.

Where your consent is required, we will ask for it in advance.

Exceptional circumstances may exist in which information may or must be disclosed without consent, for example where there is a legal obligation to do so or in special situations involving serious danger to the patient or another person.

12. Exchange of information with other healthcare providers

For appropriate and safe treatment, it may be necessary to exchange relevant information with other healthcare providers involved in your treatment.

Only information that is necessary and relevant for the specific purpose is shared, taking into account applicable legislation and professional medical confidentiality.

Depending on the situation, your consent may be required for such exchange of information.

13. Transfer of your medical record

When you switch to another physiotherapist, you may ask Vondelfysio to transfer your medical record, or relevant parts of it, to your new healthcare provider.

The transfer will take place in an appropriate and secure manner, taking into account professional medical confidentiality and applicable privacy legislation.

You also have the right to access your own medical record and to receive a copy of it.

The original medical record remains under the responsibility of the healthcare provider that created the record for as long as the statutory retention obligation applies.

14. Website, cookies and external services

When you visit the Vondelfysio website, certain technical data may be processed where necessary for the proper, secure and technical functioning of the website.

This may include:

  • your IP address;
  • browser type;
  • device type;
  • operating system;
  • technical log data.

Our website may use functional cookies and similar technologies that are necessary for the website to function properly.

Where prior consent is required under applicable law for the use of particular cookies, this consent will be requested before such cookies are placed.

Our website may also display content or functionality provided by external parties, such as reviews, maps, videos, social media content or other embedded services.

Depending on their technical operation and your cookie preferences, these external parties may independently process personal data or place cookies.

Vondelfysio uses personal data obtained through the website only for the purpose for which it was provided, for handling questions or requests and for ensuring the proper and secure functioning of the website.

We advise you not to send extensive or unnecessary medical information by ordinary email or through unsecured contact forms.

15. Contact by email, telephone or website

When you contact us by telephone, email or through our website, we may process the personal data you provide.

This may include:

  • your name;
  • email address;
  • telephone number;
  • the content of your message;
  • any other information you choose to provide.

We use this information to handle your question or request and, where relevant, to contact you.

We do not retain such information for longer than necessary for the purpose for which you contacted us, unless a legal retention obligation or another legitimate purpose requires a longer retention period.

16. Your privacy rights

Under the GDPR and, where applicable, the WGBO, you have several rights regarding your personal data and medical record.

Depending on the circumstances, you have the right to:

  • know which personal data we process about you;
  • access your personal data and medical record;
  • receive a copy or electronic copy of your data;
  • have inaccurate personal data corrected;
  • have incomplete data supplemented;
  • request deletion of personal data in certain circumstances;
  • request destruction of your medical record, or parts of it, subject to statutory exceptions;
  • add your own statement to your medical record;
  • object to the processing of your personal data in certain circumstances;
  • request restriction of processing in certain circumstances;
  • receive your data in a structured, commonly used and machine-readable format, or have it transferred, in certain circumstances;
  • withdraw previously given consent where processing is based on consent;
  • lodge a complaint with the Dutch Data Protection Authority.

Some of these rights may be subject to legal restrictions.

For example, we may be legally required to retain certain personal data, or a request for deletion or destruction may be refused where there is a legal basis for doing so.

17. Submitting a privacy request

If you wish to exercise one of your privacy rights, you can contact Vondelfysio using the contact details available on our website.

To prevent personal data from being disclosed to the wrong person, we may ask you to provide appropriate proof of identity.

We will not request more personal data than is necessary to verify your identity.

As a general rule, we will respond to a privacy request within one month. Where a request is complex or where we receive multiple requests at the same time, this period may be extended in accordance with the GDPR.

18. Children and minors

Additional legal rules apply to the processing of personal data and medical data relating to minors.

Depending on the age of the minor, rights concerning the medical record may be exercised by the legal representative, the minor, or both.

Vondelfysio takes into account the applicable rules under the WGBO and other relevant legislation.

19. Data breaches

Vondelfysio takes measures to prevent loss, misuse or unauthorised access to personal data as far as reasonably possible.

If a security incident or data breach nevertheless occurs, we will assess it carefully and take appropriate measures where necessary.

Where legally required, a data breach will be reported to the Dutch Data Protection Authority, and affected individuals will be informed where the breach is likely to result in a high risk to their rights and freedoms.

20. Privacy complaints

If you have a question or complaint about the way Vondelfysio handles your personal data, we encourage you to contact us first so that we can investigate your question or complaint.

You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens), the Dutch supervisory authority responsible for the protection of personal data.

21. Amendments

Vondelfysio may amend this privacy statement when legislation, our services, our systems or the way in which we process personal data changes.

The most recent version of this privacy statement is always available on our website.

Last updated: July 2026