Nicola Brown of Integrative Physiotherapy is the named Data Protection Officer, and is responsible for collecting, processing, storing and safe-keeping personal and other information as part of providing a service and carrying out our regular business activities. We manage personal information in accordance with the Data Protection Act 2018 and we are registered as a Data Controller with the Information Commissioner’s Office Registration Number ZA690850.
If you are concerned about how we are collecting, processing, using and/or sharing your personal information, you can contact us on info@integrative-physiotherapy.co.uk
Data processing principles
We take protecting online privacy and data security seriously. Please read the whole of this statement carefully as it sets out our approach to processing personal data, including what information we may collect from you, how we may use it, store it, protect it, and your rights as a data subject.
Our Privacy Statement outlines our approach to any kind of data processing where we are acting as a data controller (including collection, use, transfer, storage and deletion) of personally identifiable information (any information that may be used to identify a physical person, and any other information associated therewith) about natural persons. This statement applies to our processing of data collected through any means, actively as well as passively, from persons located anywhere in the world.
We are guided by the following principles when processing data:
1. We will only collect data for specific and specified purposes;
2. We will not collect data beyond what is necessary to accomplish those purposes; we will minimise the amount of information we collect from you to what we need to deliver the services required;
3. We will collect and use your personal information only if we have sensible business reasons for doing so, such as making available to you our services and products;
4. We will not use your data for purposes other than those for which it was collected, except as stated within our policy or with your prior consent;
5. We will seek to verify and/or update your data periodically and we will accept requests from you for amendment of the data held;
6. We will apply high technical standards to make our processing of data secure;
7. Except otherwise stated, we will not store data in identifiable form longer than is necessary to accomplish its purpose or as required by law.
How we collect and use personal data
Most personal information is provided directly and voluntarily by you when you engage with us to enquire about or purchase our services.
We will collect information from you when:
1. You sign up to our newsletter or mailing list
2. You download an opt-in
3. You start receiving treatment from us (in person or virtually)
4. You join a course or programme
5. You contact us for information via our website or social media channels, by phone or email
6. You post on our social media channels, website or blog
We collect this information to make available to you our services, and to communicate with you in relation to our services. We may use the information collected to:
1. Allow us to process a booking for an appointment or programme which you purchase from us;
2. Send you our newsletters and/or provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes;
3. Respond to enquiries you make about our service;
4. Get feedback from you regarding the quality of our service;
5. Ensure that content from our site is presented to you in the most effective manner for you and your device;
6. Allow you to access and utilise the service you have purchased from us, such as creating a client profile on our client database;
7. Notify you about changes to our service.
We will not sell or lend your personal data to third parties or share your personal data for marketing purposes without your express consent. We will only share your personal data with third party service providers where it is necessary for the delivery of our services, and only where we are confident that such providers have appropriate data protection measures in place.
What information we collect
In accordance with Data Protection Legislation, we only collect and process information which we require to meet the specific purposes stated above.
The information we collect about you could include but is not limited to:
1. Contact details
2. Personal details and identifiers
3. Details about your health and medical information
4. Details about your occupation and business
5. Details about your lifestyle and social circumstances
6. Personal development and goals
7. Details about how you use our website
Special category data, including health information, will only be collected and processed where necessary for the provision of healthcare services and in accordance with applicable data protection laws and appropriate safeguards.
How we store your information
We have in place appropriate technical and organisational measures to ensure the security, confidentiality, integrity and availability of personal data we control.
Information stored on company devices is password protected and access is restricted where appropriate. Identifiable information created outside of our clinical record system is transferred securely and deleted where appropriate.
To support the delivery of our services, we use a number of trusted third-party providers, including website and communication platforms, practice management software, payment processors, exercise prescription systems, insurance billing services, secure email systems, and clinical documentation tools. These providers may process or store your personal information where necessary for the delivery of our services.
We take reasonable steps to ensure that any providers we use have appropriate security and data protection measures in place. We may store or process your information using secure cloud-based systems where appropriate safeguards are in place.
Further information about the systems currently used by Integrative Physiotherapy can be made available on request.
Use of Digital Transcription Tools (AI Support)
As part of providing high-quality care, I may use a secure, GDPR-compliant digital transcription tool (Arlo) to support the creation of clinical notes during or after your appointment.
This may involve the processing of information discussed within your session, including relevant health and personal information. The purpose of using this tool is to improve the accuracy and efficiency of clinical documentation, allowing greater focus on patient care during the session.
Any information processed is handled securely and in line with UK GDPR requirements. No data is used for marketing purposes or shared outside of clinical documentation processes. The final clinical record is stored within Cliniko, and any temporary processing within the transcription tool is managed in accordance with strict data security standards.
You have the right to decline the use of this tool at any time. This will not affect your care in any way—notes will simply be recorded manually instead.
Further information about the digital systems used to support the delivery of our services can be provided on request.
CCTV / Home Security Systems
For safety and security purposes, this property uses a video doorbell system (Amazon Ring). This system may capture video and audio recordings of individuals approaching the property.
Recordings are stored securely and are automatically deleted after 7 days.
These recordings are used solely for security purposes and are not used for any clinical, marketing, or business activity.
The use of this system is in line with guidance from the Information Commissioner’s Office on the proportionate and responsible use of CCTV and video surveillance.
Further information about how personal data is managed, including video data, is available within our Information Governance Policy, which can be provided on request.
Data storage and retention
We may store or process your data on secure cloud-based platforms. We only use providers with appropriate safeguards in place.
We retain personal information only for as long as necessary for the purposes for which it was collected. Clinical records are generally retained for a minimum of 8 years in accordance with professional guidance.
Information provided during an introductory call, where no treatment relationship is later established, will normally be retained for up to 12 months and then securely deleted.
Legal basis for processing your data
We process your data under the following lawful bases:
• Consent
• Contractual necessity
• Legal obligation
• Legitimate interests
Special category data is processed only where permitted by law and with appropriate safeguards.
Links from our website
Our website may contain links to third-party websites. We are not responsible for their privacy policies and recommend reviewing them separately.
Marketing emails
We will only send marketing emails where you have opted in. You can unsubscribe at any time.
Website analytics and targeted marketing
We use Google Analytics to understand website usage and improve user experience. This data is anonymised and aggregated.
Data Protection Complaints
If you have any concerns about how Integrative Physiotherapy collects, uses, stores or shares your personal information, please contact:
info@integrative-physiotherapy.co.uk
We will acknowledge and investigate your concerns and aim to respond within one calendar month where appropriate.
You do not need to follow a specific process or use any particular form when making a complaint. Please provide enough information for us to understand and investigate your concerns.
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection. Further information can be found on the ICO website at www.ico.org.uk or by calling 0303 123 1113.
Changes to our policy and future processing
This Privacy Statement was last updated in June 2026 and is reviewed annually or when changes occur.