If you begin a new episode of care whilst your records are still within agreed retention periods, then these episodes of care will link, and the retention period will begin again at the end of the current episode.

Once your treatment is completed with us and we no longer need access to your clinical records, any information on our client management systems and electronic record system called Cliniko we will place it into the "archived" area which has restricted access to the team. After the minimum retention period of your data, your information will be either securely disposed of or kept in the archived to a "non-live" area of the electronic system in accordance with GDPR regulations and the NHS Electronic Record System guidelines.

Data Security

We employ robust security measures to protect your personal information from unauthorised access, disclosure, alteration, or destruction. This includes encryption, access controls, and regular monitoring of our systems for any potential security threats.

Review and Monitoring Process

We have systems in place to regularly review and monitor where your personal identifiable data (PID) is, how it is being used, and where it is stored. We maintain an Information assets and flows register (IAFR) which is regularly reviewed and completed as part of the setup of new services and projects.

A Data protection impact assessment (DPIA) is completed when a new project within the business which involves PID is planned. We do our utmost to keep this statement updated; however, an updated list of where PID is stored and used can be requested from us. This ensures that your information remains secure and is only accessed by authorised personnel for legitimate purposes.

Disclosure of Information

We may disclose your personal information to other healthcare professionals involved in your care, as well as to third parties such as insurers or regulatory authorities where required by law or with your consent.

Third-Party Systems

Your data may be stored in our Practice and client management system called Cliniko, our exercise prescription program called Rehab my Patient, and our accounting system called Xero. Additionally, information submitted via our website is hosted by GoHighLevel. Each of these systems has its own privacy statement, and we regularly audit them and ensure that they comply with UK GDPR laws and guidelines. Some data may be hosted by third parties outside the UK, but it is only available to our staff and technical support in the UK.

Third-party system privacy information: