Data Privacy Notice

This privacy policy applies to pelvic health physiotherapy.  This policy covers the collection, processing and other use of personal data under the Data Protection Act (DPA) 1998 and the General Data Protection Regulations 2018 (GDPR)

 

What information do we collect and how?

We currently collect and process personal information including your name, address, date of birth, phone number, email address and details of your GP. We may also be sent your NHS or private hospital identification number in a referral letter from an outside institution. Information related to your health is also taken, such as information about the condition that you are seeking treatment for, information regarding ongoing treatment and progress and your medical history. Further information about your health is taken during your appointments.

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • When booking a physiotherapy appointment via our website

  • When contacting us for further information or to book an appointment via telephone or via email enquiry

  • When signing up for our newsletter

We also receive personal information indirectly, from the following sources:

· Referred to us for physiotherapy treatment by another health professional

How is your information used? 

  • To reliably and accurately identify your record in the future for follow up treatment.

  • To ensure that you are the correct person so that only information relevant to you is saved in your physiotherapy file

  • Contact details such as address, phone numbers and/or email address, are collected in order to enable changes of appointment or pre-arranged communication regarding your health/condition

  • Personal sensitive data relating to your health is gathered as part of your physiotherapy assessment, to aid in diagnosis and treatment of your condition.  It is a basic requirement of our clinical professional standards to gather this information.

  • Communication with GP’s, Consultants, healthcare professionals, your medical insurance company and legal services – with your consent (see access to information)

  • Internal training and audit purposes – in which event, information will be anonymised

  • To send you our regular newsletter full of information about pelvic health, treatments, and our business news

 

Who has access to your information?

All our clinical records are stored securely online, we use a clinical records system called Cliniko, which is fully compliant with GDPR regulations. Records are unavailable to anyone except authorised clinicians, i.e. clinicians involved in your care. Administration staff may access personal contact details solely for appointment purposes.

Any paper sources of information, such as referral letters, are securely uploaded onto your file on Cliniko and the paper copy is then shredded and disposed of within our confidential waste disposal.

Information will not be shared outside Pelvic Health Physiotherapy and the physiotherapy clinics that pelvic health physiotherapy operates from.  Information will be securely stored on our clinical records system.

Your consent will be obtained prior to sharing your information, examples where this may be relevant include:

  • Communication with your GP, GP team or Medical Consultant in the event of further investigations, medication requests, referral, physiotherapy updates or discharge reports.

  • Solicitor/legal team in the event of an accident claim.

  • Your medical insurance company if you are claiming for treatment or payments are going through your health insurance company.

  • Forms for occupational health, social services, disability assessments

We will not sell or rent your information to third parties, nor will we share your information with third parties for marketing purposes.

 

How your information is kept? 

When you give us personal information, we take steps to ensure that it’s treated securely. The data is held on secure servers within the online Cliniko application. Cliniko is UK GDPR compliant. You can read more about their data protection and compliance methods here: https://help.cliniko.com/en/articles/4792789-how-cliniko-helps-you-comply-with-uk-gdpr Access to Cliniko is password protected with 2-factor authentication. Laptops used to access Cliniko are also password protected and have active anti-virus software. Passwords are regularly changed.

After the legally required time period we will erase all data pertaining to you. Should you wish to use your “right to erasure” i.e. to have your data removed we will archive your notes.  

Information is kept securely for 8 years after the date of your last treatment or at age 25 years for patients under 18 years of age.  After this date it will be securely disposed of / deleted.

We will only contact you in relation to a previous request by you to contact us, or regarding any changes of appointment. We may also contact you to discuss your progress treatment or gain consent to share information with relevant healthcare professionals.

If you have signed up to our newsletter:

We keep your name and email address for as long as you consent to continuing to receive newsletters. Should you wish to opt out of your subscription to our newsletter you can use the link at the bottom of the newsletter. Your data will then be removed from our MailChimp account and destroyed. We store data for our newsletter using the online application MailChimp, in a password protected account enhanced with 2-factor authentication. Laptops used to access this account have active anti-virus protection software and the passwords are regularly changed. MailChimp is UK GDPR compliant in it’s storage and processing of data.

How you can access and update your information?

You have the right to see the information we have relating to you and can request this in writing.  You also have the right to amend any inaccuracies in the information we hold. The accuracy of your information is important to us, so if any of the other information we hold is inaccurate at the time of writing or out of date, please write to us at: Pelvic Health Physiotherapy, 57 Hooton Road, Willaston, CH64 1SG

You have the right to ask for a copy of the information Pelvic Health Physiotherapy holds about you.

Security precautions in place to protect the loss, misuse or alteration of your information.

When you give us personal information, we take steps to ensure that it’s treated securely. Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. 

Links to other websites.

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website. In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third-party site.

Review of this Policy. 

We keep this Policy under regular review. This Policy was last updated in June 2025