The Physio & Sports Injury Clinic Privacy Policy
Effective date: 06 January 2024
The Physio & Sports Injury Clinic is the trading name of: The Physio North Wales Ltd.
We take your privacy seriously and are committed to protecting your personal information. We want to make it clear what information we collect about you from you, where we collect it and why we collect it.
Definitions: ‘We’, ‘Us’ and ‘Our’ = The Physio & Sports Injury Clinic.
Where do we collect personal information
We collect information about you from various sources:
Website contact forms
Phone calls
Emails
Social media direct messages (Facebook &/or Instagram).
IP address
Cookies
2. METAdata / Registration
You do not need to register with us to view this website. You may use the Website without providing any personal data. In this case, we will collect only the following metadata that results from your usage of the Website: browser type and version, operating system and interface, website from which you are visiting us (referrer URL), webpage(s) you are visiting on our Website, date and time of accessing our Website, and internet protocol (IP) address. Your IP address will be used to enable your access to our Website. The metadata, including the shortened IP address, will be used to improve the quality and services of our Website and services by analysing the usage behaviour of our users.
Registration is only required when; you enquire about booking an appointment with us as a ‘new patient’ or If we have changed our terms and conditions, then we will ask you to complete a new registration form again.
3. How we use your personal information
We process your personal data for the following purposes:
to provide you with support which you have enquired about
to inform you about other services we offer that may complement your treatment with us via email, post or phone call (see section 5).
to create a digital client record on our practice management software once you have booked in - (see section 4).
to provide you with the service which you have requested
for management and auditing of our business operations
to comply with all legal and regulatory obligations
to comply with any contractual agreements from referral sources. (E.g. Health Insurance or any 3rd party referral companies who may be funding your treatment on your behalf).
To request a copy of any of your data then please submit an ‘Access Request’ to us in writing to the address below (in section 10). As part of GDPR regulations, *please note* that your right to be forgotten will be overridden, as there are legal requirements to keep medical records for a mandatory period of 8 years from your most recent appointment, after which time they are permitted to be destroyed/deleted.
4. PRACTICE MANAGEMENT SOFTWARE data
Only when registered with us, then personal data about you is stored on cloud-based software - WriteUpp. We use this software to record all clinic data. From here we are able to send out appointment confirmation & reminders by email & text message (unless you opt out).
5. Marketing
We may make contact with you in the future about clinic news, offers and information about other services that maybe of interest to you, using the information you originally provided to us. We may contact you via post, email &/or phone call. You have the right to unsubscribe and stop all contact from us at any time by contacting us in writing to be removed from our marketing database - (see section 10.) If you have enquired about our services by any means but have not attended any appointments, your details provided may still be added to our marketing database to receive marketing for a period of time thereafter. If you also ‘Like’, ‘Follow’ or ‘Direct Message’ us on any of our social media channels (Facebook, Instagram or X), we may re-market our services to you through organic and/or paid advertising too.
6. Website hosting
The Physio & Sports Injury Clinic website uses HTTPS authentication via the host - SquareSpace. All personal information provided through our online web-forms on this site is therefore subject to the privacy policy & terms of SquareSpace too. By using our website you are agreeing to Square Space’s privacy policy too.
7. Website Cookies
Our website uses cookies to collect information about you via our host (Squarespace) along with Google Analytics software. Cookies are pieces of information that a website transfers to an individual’s hard drive for record-keeping purposes to make loading that website quicker in the future. Cookies do not store personal information nor do they retain historical or transactional data. The cookie data we obtain helps us analyse how well our website is performing. We collect data on: traffic sources, total page views, location (via IP address) and the device-type you viewed this site on. We may use the information to make improvements and updates to the website and to tailor our services to our visitors better. You have the option of disabling cookies using your browser preference settings at any time.
8. 3rd party services
You will find on this website (www.thephysionorthwales.co.uk) there are hyperlinks to other related websites. This privacy policy here only applies to this website only. The Physio & Sports Injury Clinic is not liable for the privacy practices & security of any other website which you may be forwarded onto via a hyperlink off this site.
Gift vouchers are sold on this website via a 3rd party provider (Square). The Physio & Sports Injury Clinic is not liable for the privacy practices & security of your data when you make a purchase through Square. When making an e-voucher purchase you are agreeing to Square’s privacy/security policies as well. Following an e-voucher purchase, The Physio & Sports Injury Clinic is given the following specific data from Square to store until the gift card is redeemed: Purchases name, Recipient’s name, Email, Voucher code and Total amount paid. The Physio & Sports Injury Clinic does Not receive transactional data from E-gift card sales.
9. Policy changes
We reserve the right to make changes to our privacy terms at any time. Please feel free to check this page periodically for any changes we may make. Once a change has been made we will amend the “Effective date” at the top of this page.
10. Contact us
If you believe that any information we are holding about you is inaccurate, out-of-date or if you have any other questions about our privacy policy then please notify us in writing:
The Physio and Sports Injury Clinic, Le Sport Health and Fitness, Colwyn Avenue, Rhos on Sea, LL28 4RB.