Privacy Policy

Last Updated: 12th January 2026

1. Introduction

Functional Rehab Clinic ("we", "our", "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller: Functional Rehab Clinic [Full Registered Business Name] [Registered Address] Email: [contact email] Phone: [phone number]

Hope [Surname], the clinic's founder, is registered with the Chartered Society of Physiotherapy (CSP) and adheres to their professional standards and code of conduct.

2. Information We Collect

We collect and process the following types of personal data:

Contact Information:

  • Name

  • Email address

  • Phone number

  • Postal address

Health Information:

  • Medical history

  • Current symptoms and conditions

  • Treatment records

  • Assessment notes

  • Progress reports

  • Information about medications or allergies

Payment Information:

  • Bank transfer details (BACS)

  • Payment records

  • Appointment history

Website Usage:

  • IP address

  • Browser type

  • Pages visited

  • Time spent on site

  • Referral source

3. Legal Basis for Processing

We process your personal data under the following legal bases:

  • Consent: You provide explicit consent for us to process your health data for treatment purposes

  • Contract: Processing is necessary to fulfil our contract with you (providing physiotherapy services)

  • Legal Obligation: We are required to maintain clinical records under professional and legal obligations

  • Legitimate Interests: We have a legitimate interest in managing our business, improving our services, and communicating with clients

4. How We Use Your Information

We use your personal data to:

  • Provide physiotherapy assessment and treatment

  • Maintain accurate clinical records

  • Communicate with you about appointments and treatment

  • Process payments

  • Respond to enquiries

  • Send marketing communications (only with your consent)

  • Improve our services

  • Comply with legal and professional obligations

5. Data Retention

We retain your personal data in accordance with professional guidelines and legal requirements:

  • Clinical records: Retained for a minimum of 8 years from the date of last contact (or until age 25 for patients under 17)

  • Financial records: Retained for 6 years for tax purposes

  • Marketing consent: Until you withdraw consent or we no longer use your data for this purpose

6. Data Sharing

We do not sell your personal data. We may share your information with:

  • Other healthcare professionals involved in your care (with your consent)

  • Insurance companies (with your consent, if claiming)

  • Legal or regulatory authorities when required by law

  • Third-party service providers who assist in running our website and business operations

All third parties are required to keep your data secure and confidential.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

  • Secure storage systems

  • Password protection

  • Encrypted communications where appropriate

  • Regular security reviews

  • Staff training on data protection

8. Your Rights

Under UK GDPR, you have the following rights:

  • Right to Access: Request copies of your personal data

  • Right to Rectification: Request correction of inaccurate data

  • Right to Erasure: Request deletion of your data (subject to legal obligations)

  • Right to Restrict Processing: Request limitation on how we use your data

  • Right to Data Portability: Receive your data in a portable format

  • Right to Object: Object to processing based on legitimate interests

  • Right to Withdraw Consent: Withdraw consent at any time

To exercise these rights, please contact us using the details above.

9. Complaints

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: www.ico.org.uk Phone: 0303 123 1113

10. Changes to This Policy

We may update this Privacy Policy periodically. Any changes will be posted on this page with an updated revision date.