If you are unable to attend your appointment, please provide at least 24 hours’ notice so we can offer the slot to another patient.

Failure to give appropriate notice will result in a £10 charge for missed appointments.

We appreciate your understanding and cooperation.

We welcome your feedback. Please complete the form on the contact us page.

If your feedback is of a sensitive matter it will be dealt with as soon as possible by the Director, Martha Richardson. She will get in touch with you to resolve the matter.

Under the Data Protection Act 1998 (Subject Access Request), patients have the right to request copies of their records held by Ambulant Physiotherapy Ltd.

To access your records, a Consent Form must be completed and signed. An administration fee is payable before records can be released.

GDPR Privacy Notice – Ambulant Physiotherapy Ltd (February 2022)

Ambulant Physiotherapy Ltd is committed to protecting your personal information. This privacy notice explains how we collect, use, and store your personal data, whether collected in person, by letter, email, digital consent form, or over the phone, or shared with us by others (e.g., your GP or insurance company).

Key Definitions

  • Personal data: Any information that can identify you.

  • Special categories of personal data: Sensitive information such as health data.

  • We/us: Refers to Ambulant Physiotherapy Ltd.

1. Why We Collect and Process Your Data

We collect and process personal data because we have legal and contractual obligations to provide physiotherapy services. We ensure that any data we collect is adequate, relevant, and limited to what is necessary.

2. What Information We Collect

We collect information when:

  • You contact us to make an enquiry or book an appointment.

  • We receive a referral from an insurance company or healthcare professional.

  • You visit the clinic in person.

Personal data collected may include:

  • Name, date of birth, address, telephone/mobile number, email, and GP surgery.

Special category data collected may include:

  • General health information, previous conditions, details about your current condition, medications, employment, and activity levels.

  • Records of physical examinations and ongoing treatment notes.

Lawful Basis for Processing:

  • General personal data: Contractual – to provide services, schedule appointments, and manage billing.

  • Special category data: Legal obligation – to meet HCPC and CSP professional standards.

3. How We Use Your Information

We use your personal data to:

  • Maintain legal records of treatment and advice.

  • Ensure continuity of care.

  • Manage billing and accounts.

  • Contact you regarding treatment, exercises, or new therapies (via third-party service: Physio Tools).

  • Liaise with other healthcare professionals or insurers, with your permission.

  • Conduct quality feedback, audits, and clinical reviews.

Storage:

  • Electronic records are stored securely, with maintenance and support from Rushcliffe Ltd.

  • Some paper notes may also be used where necessary.

  • Daily system backups are carried out by Mitol.

4. How Long We Keep Your Information

We retain records no longer than necessary:

  • Medical records are kept 8 years after treatment ends.

  • Records of children/young people are kept until the patient’s 25th birthday.

5. How We Protect Your Information

We use physical, electronic, and managerial safeguards to prevent unauthorized access, loss, or misuse of your data.

External links: Our website may link to external sites. We are not responsible for their content or privacy practices.

6. Sharing Your Information

With your consent, we may share information with:

  • Other medical professionals (GPs, consultants, occupational health, etc.)

  • Insurance companies involved in your care

Information may be provided in written form, which then becomes your responsibility to protect.

7. Your Rights

You have the right to:

  • Request a copy of your personal data.

  • Request that incorrect or incomplete data be rectified.

  • Request that your data be transferred to another controller.

  • Request that your data be erased when no longer necessary.

Note: Providing your personal data is not mandatory, but withholding it may limit our ability to provide services.

We will never sell, distribute, or lease your personal information without your consent, unless required by law.

8. Changes to This Privacy Notice

Any updates to this privacy policy will be published on our website.

9. Contact Information

For questions, access requests, or complaints, contact:

Martha Richardson – Data Protection Officer
Ambulant Physiotherapy Ltd
301 Plungington Rd, Fulwood, Preston, PR2 3PS
Email: enquiry@ambulantphysio.co.uk
Tel: 01772 717271

If you are not satisfied with our response, you can lodge a complaint with the Information Commissioner’s Office (ICO):

  • Phone: 0303 123 1113

  • Email: casework@ico.org.uk

  • Address: Wycliffe House, Water Lane, Cheshire SK9 5AF

Ambulant Physiotherapy Ltd is the Data Controller of any personal information you provide to us. During the course of your treatment, we need to hold certain personal information, including:

  • Contact details for appointment scheduling

  • Clinical notes, including medical history and details of previous and current treatment episodes

This information is required to meet professional and legal standards and to ensure safe and effective patient care.

1. Use and Sharing of Your Data

  • Contact details will never be shared with third parties.

  • Clinical records are only shared with third parties (e.g., insurers, solicitors, or other healthcare professionals) if you have given explicit written consent, typically for treatment reports, interim reports, or discharge letters.

  • You have the right to view all records and correspondence related to your treatment via a Subject Access Request, and we are happy to assist without affecting your ongoing care.

  • Your data will not be used for automated profiling.

2. Your Rights

You are entitled to:

  • Access your personal data

  • Request deletion of personal data (please note this may end your treatment if withdrawn)

  • Withdraw consent for treatment at any time (which would result in termination of the treatment episode)

3. Record Retention and Security

  • Clinical notes no longer in use are securely archived after 2 years and securely destroyed after 8 years.

  • For patients under 18, records are retained until at least the patient’s 25th birthday, even if this exceeds eight years from the date of treatment.

  • All records are stored securely on the premises, accessible only to authorised clinicians and administrative staffbound by confidentiality.

  • Personal contact details are stored securely in a cloud-based appointment system and are used only for appointment purposes.

4. Concerns and Complaints

If you have any concerns regarding how your data is handled, you may:

  • Contact Ambulant Physiotherapy Ltd:

Martha Richardson – Data Controller & Clinic Director
Ambulant Physiotherapy Ltd
301 Plungington Rd, Fulwood, Preston, PR2 3PS
Email: enquiry@ambulantphysio.co.uk
Tel: 01772 717271

  • Lodge a complaint directly with the Information Commissioner’s Office (ICO).

Ambulant Physiotherapy Ltd can provide interpreter services in the following languages: Norwegian, Romanian, Spanish, Russian, Urdu, Gujarati, and Hindi.

A Consent Form must be completed on the day of your appointment before the interpreter can assist.