Effective date: 19th June 2025

1. Introduction

Eggleton Physiotherapy Ltd (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, disclose and safeguard your personal information when you use our services, including our website (https://www.eggletonphysiotherapy.co.uk) and when signing up to our mailing list.

Contents:

● Contact details

● What information we collect, use, and why

● Lawful bases and data protection rights

● Where we get personal information from

● How long we keep information

● Who we share information with

● How to complain

2. Contact details

Eggleton Physiotherapy Ltd

84 Tower Road, Epping, Essex, CM16 5EW

Telephone 07814000676

Email [email protected]

3. What information we collect, use, and why

We may collect, use and store the following information to provide patient care and services:

● Name, address and contact details

● Gender

● Date of birth

● Next of Kin details including any support networks

● Emergency contact details

● Photographs

● Health information (including medical conditions, allergies, medical requirements and medical history)

● Information about care needs (including disabilities, home conditions, medication and dietary requirements and general care provisions)

● Test results (including psychological evaluations, scans, bloods, x-rays, tissue tests and genetic tests)

● Payment details (including card or bank information for transfers and direct debits)

● Communications with us (support requests, emails, feedback)

We may also collect the following special category information to provide patient care and services. This information is subject to additional protection due to its sensitive nature:

● Health information

● Sex life information

● Sexual orientation information

We may collect, use and store the following personal information for information updates, marketing or market research purposes:

● Names and contact details

● Marketing preferences

4. Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

● Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

● Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

● Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

● Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

● Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

● Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.

● Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide patient care and services are:

● Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

● Performance of a contract with you – where we need to perform the contract we are about to enter into or have entered into with you.

● Legal obligation – we may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.

Our lawful bases for collecting or using personal information for information updates, marketing or market research purposes are:

● Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

5. Where we get personal information from

● Directly from you

● Other health and care providers

6. How long we keep information

In line with Chartered Society of Physiotherapy guidance, we keep patient records for a minimum of eight years from the date of last treatment. Electronic records are retained and stored securely indefinitely for ongoing patient care, legal and regulatory requirements, and potential future needs, such as legal proceedings or insurance claims.

7. Who we share information with

Data processors:

Funnel Sketchers Limited

This data processor does the following activities for us: They collect client first names and email addresses for Eggleton Physiotherapy Limited’s mailing list and send out the emails.

Others we share personal information with if required:

● Other health providers (eg GPs and consultants)

● Insurance companies, brokers and other intermediaries

● External auditors or inspectors

8. Duty of confidentiality

We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where:

● you’ve provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses);

● we have a legal requirement (including court orders) to collect, share or use the data;

● on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime);

● If in England or Wales – the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied

9. How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint