Privacy Policy

Reform Physio Ltd

Website: reformphysio.co.uk

  1. Introduction

Reform Physio Ltd is committed to protecting your privacy and handling your personal information lawfully, fairly, and transparently. This Privacy Notice explains what personal information we collect, how we use it, how we keep it safe, and your rights in relation to that data.

If you have any questions about this Privacy Notice or wish to discuss your personal information, please contact us:

Email: info@reformphysio.co.uk

  1. Data Controller

Reform Physio Ltd is the Data Controller responsible for your personal information.

ICO Registration Number: ZB562025

  1. Definitions Used in This Notice
  • “we”, “us”, “our” – Reform Physio Ltd
  • “patient” – anyone using or intending to use our services
  • Personal Data – information that identifies you
  • Special Category Data – sensitive information relating to your health
  • Website – reformphysio.co.uk
  1. Who This Notice Applies To

This Notice applies to anyone who:

  • Enquires about our services
  • Books or attends appointments
  • Contacts us for clinical or administrative reasons

If you are reading a printed copy, the latest version is available on our website or upon request.

  1. Services We Provide

Reform Physio Ltd provides services including (but not limited to):

  • Physiotherapy and associated clinical treatment services,

 

  1. How We Protect Your Information

We take data security seriously and use appropriate measures to protect personal information, including:

  • Staff training in confidentiality and data protection
  • Secure password and access controls
  • Encryption of devices where appropriate
  • Use of professional, compliant clinical record systems
  • Avoiding consumer-only email or file-sharing platforms
  • Ensuring third-party providers meet data protection standards
  1. How We Collect Personal Information

We may collect information from:

  • You, during consultations or communication by phone, email, forms, or in person
  • A parent or guardian if you are under 18
  • Other clinicians involved in your care
  • Private medical insurers or referring organisations
  • Diagnostic and medical imaging providers

If you provide information about someone else, please ensure they are aware and have agreed to this.

 

We use your personal information for the following purposes:

 

  • To provide physiotherapy and related healthcare services
  • To meet our legal and regulatory obligations
  • To fulfil any contracts or agreements made between you and us
  • To support the administration and operation of our business and the clinicians working with us
  • To notify you of any updates or changes to our services
  • To send occasional newsletters or service information
  1. Types of Personal Information We Process which can include (but not limited to)

Standard Personal Data (examples):

  • Name, address, date of birth, contact details, occupation
  • Emergency contact information/next of Kin
  • Payment or insurer details (we do not store card numbers)

Special Category Data (health information), including:

  • Medical history and clinical notes
  • Assessment findings and diagnostic results
  • Correspondence from other healthcare professionals

 

To process both personal information and special category (health) information, we rely on the following lawful bases under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018:

  • Provision of health or social care
  • Public health requirements
  • Employment, social security and social protection obligations
  • Contractual necessity
  • Legitimate interests

 

  1. Lawful Bases for Processing Your Data
Data Type Lawful Basis Purpose
Standard Personal Data Legitimate Interests / Legal Obligation To register you, maintain records, manage appointments, and communicate with you
Special Category Data Provision of Healthcare (Legal Obligation) To maintain accurate clinical records and provide safe treatment

Marketing communications are processed under Consent and can be withdrawn at any time.

  1. Sharing Your Personal Information

We may share information with:

  • Other healthcare professionals involved in your care
  • Administrative staff supporting your treatment
  • Your insurer or funding organisation
  • Regulators or legal authorities if required by law
  • A parent or guardian if you are a minor
  • Anyone you explicitly authorise us to communicate with

We share only the minimum necessary information.

  1. Transfers Outside the UK / EEA

If any data is stored or transferred outside the UK/EEA, we will ensure appropriate safeguards, such as encryption or approved contractual protections.

  1. How Long We Keep Your Information

We retain clinical records in line with legal and professional requirements:

  • Adults: Usually 8 years after your last appointment
  • Children: Until age 25 (or 26 if treatment occurred after their 17th birthday)

Marketing-related data is deleted if consent is withdrawn.

  1. Your Rights

You have the right to:

  • Request access to your personal data
  • Request corrections to inaccurate information
  • Request restriction of processing
  • Object to processing based on legitimate interests
  • Withdraw consent for marketing communications
  • Complain to the ICO if you are unhappy with how we handle your data

Please note: Clinical records cannot normally be erased where we are legally required to retain them.

ICO Contact: https://ico.org.uk/concerns/

  1. Contact Us

For data protection enquiries:

Email: info@reformphysio.co.uk

ICO Registration Number: ZB562025

Website: reformphysio.co.uk

  1. Copyright Notice

This Privacy Notice has been prepared specifically for Reform Physio Ltd. Reproduction or redistribution is not permitted without written permission

This policy was last reviewed on 31/10/25

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