Privacy Policy

Patient Privacy Notice

Purpose of This Notice

This notice explains how Be Wellness Physio handles your personal information when you are a patient or Pilates class participant. It covers clinical notes, health information, and related records.

Data Controller

Be Wellness Physio
Email: beth@bewellnessphysio.co.uk

What Information We Collect

We may collect:

  • Identification: name, address, date of birth, contact details.
  • Medical history and current health information.
  • Physiotherapy assessment notes and treatment plans.
  • Pilates attendance and participation records.
  • GP/consultant reports or referrals.
  • Emergency contact details.

Why We Collect & Use Your Data

  • Provide treatment and exercise programmes.
  • Record clinical progress and comply with professional regulations.
  • Communicate with you about your care and appointments.
  • Comply with legal and insurance requirements.

Lawful Basis for Processing

  • Contract – to deliver the service you’ve requested.
  • Legal obligation – to maintain proper health records.
  • Legitimate interests – for clinic administration.
  • Provision of health care (Article 9(2)(h) UK GDPR) – for special category data.

How We Store & Protect Your Data

  • Paper records stored in locked cabinets.
  • Electronic records stored on encrypted systems with password protection.
  • Access restricted to authorised personnel only.

Retention Period

  • Adult patient records: kept for 8 years after last appointment.
  • Records for children: kept until the patient is 25.
  • Pilates records: kept for up to 12 months unless linked to ongoing treatment.

Sharing Your Data

We will not share your personal data unless:

  • You give written consent (e.g. for a GP report).
  • It is required by law.
  • It is necessary to protect your vital interests in an emergency.

Your Rights

You have the right to:

  • Access your records.
  • Request corrections.
  • Request deletion (where legally possible).
  • Restrict or object to processing.

Complaints

If you have concerns, contact us first. You can also complain to the ICO at www.ico.org.uk.