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Privacy Policy

This policy explains how we collect, use, store, and protect your personal information. It also outlines your rights under UK GDPR.

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1. Our Legal Basis for Using Your Data

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  • We collect and use your health and personal information under Legitimate Interests.

  • This means we need this information to give you safe and effective physiotherapy treatment.

  • It also allows us to run our private clinic professionally.

 

2. Who Stores Your Data?

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  • Body Positive Physiotherapy is the Data Controller. This means we decide how your data is used.

  • We use an online notes platform called Cliniko to store your records.

  • Cliniko acts as our Data Processor. They store your data safely and securely for us.

 

3. How Long We Keep Your Data (Retention Schedule)

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We only keep your information for as long as necessary. Our retention times are:

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  • Adult Treatment Records: We keep notes for 8 years after your last appointment.

  • Children's Treatment Records: We keep records until the patient turns 25 (or 26 if they were 17 at their last treatment).

  • Patient Consent / Privacy Opt-ins: We keep these during active treatment and for 6 years after.

  • Financial & Tax Records: We keep invoice and financial data for 6 years to comply with tax laws.

 

Once these timeframes end, we securely and permanently delete your information from Cliniko and our systems.

 

4. How You Can Ask for a Copy of Your Notes

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  • You have the right to see the personal information and treatment notes we hold about you.

  • This is called a Subject Access Request.

  • To ask for your notes, please email us directly at www.bodypositivephysiotherapy.com

  • We will securely export your records from Cliniko and send them to you within one month.

  • We do not charge a fee for this service.

 

5. How We Use Email and Text Reminders

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  • We use Cliniko to send you automatic appointment confirmations and reminders by email or text message.

  • We send these to help you manage your appointments and prevent missed sessions.

  • We will not use your contact details for marketing unless you give us your explicit consent first.

  • You can change your communication preferences or opt out of reminders at any time by letting us know.

 

6. How Cookies Work on Our Website

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  • Our website uses small files called cookies to help the site work properly.

  • Some cookies are strictly necessary to make the website secure and easy to use.

  • Other cookies help us see how visitors navigate the site so we can improve it.

  • You can choose to block or delete cookies through your web browser settings at any time.

 

7. How to Contact Us

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If you have any questions about this policy or want to exercise your data rights, please contact us at www.bodypositivephysiotherpay.com by completing a form or send us an e-mail to bodypositivephysiotherapy@gmail.com 

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