Privacy Policy

PROPHYSIOTHERAPY LIMITED is committed to protecting your personal information and this privacy policy relates to our use of your personal information collected from you either in person, via our online booking system or information you give us by letter, e-mail or over the telephone.
‘Personal information’ means any information that is capable of identifying you.

‘We’ means ProPhysiotherapy Ltd.

We collect and process data because we have a legal obligation to do so and it is relevant to the care and service that we provide as a Physiotherapy clinic.

What information we collect and when:

We collect and process information when you telephone the clinic to make an enquiry or appointment, when you email us, when you access our online booking system via our website or if you visit the clinic in person.

At the point of enquiry or booking we may ask you for;  Your name, date of birth, address, telephone number (either landline or mobile) and e-mail address.

At your appointment at the clinic, we will ask for information regarding your general health, your previous health and information regarding the condition you are seeking advice about.

We will also ask for information regarding any activities you undertake, your employment and any medication you take.

We will also record the findings of a physical examination.

How we use this information:

We use electronic records that are hosted by a third party (TM3) or paper records, depending on when your care began. (We will be aiming to go paperless from June 2018)

All information is kept electronically or in paper format in a file that directly relates to your episode of care. 

We use this information;

  1. To provide a legal record of any treatment or advice we provide
  2. To ensure continuity of care
  3. To contact you with regard to your ongoing treatment including sending exercises by e-mail.
  4. We may pass information, with your permission, to other medical professionals who may be involved in your care; this may include GPs, consultants, occupational health departments or other Health and Care Professions.
  5. We may use your information for quality feedback purposes.
  6. We may use your information for audit purposes.

We do not pass on your information for commercial purposes.
We take all reasonable steps to ensure that our information is kept up to date.
It is your responsibility to inform us if any personal information changes.

How long do we keep personal information:

We have a legal obligation to retain records for 8 years after the conclusion of treatment.

If the record relates to a child or young person (under 18), the records must be kept until the patient’s 25th birthday or 8 years after death.

If the records relate to Pregnancy/Maternity care then they must be kept for 25 years after the birth of the last child.

How we protect your information:

We take organisational and technical security measures to protect the information against unauthorised disclosure or unlawful processing.

Your rights:

You are entitled to a copy of the personal information we hold about you and to have any discrepancies rectified. You can do this by written request or by emailing

Changes to our privacy policy:

All changes will be notified on our website.