Privacy Policy
Last updated: 15/11/25
Practice name: Kim Baxter Physiotherapy
Contact: kimbaxterphysiotherapy@gmail.com, 0114 266 1138,
1. Introduction
This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our physiotherapy services. We are committed to ensuring that your privacy is protected and that we comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Data Controller
Kim Baxter Physiotherapy is the Data Controller for the personal information you provide to us.
If you have any questions about this policy or how we manage your data, please contact:
Data Protection Lead: Kim Baxter
Email: kimbaxterphysiotherapy@gmail.com
3. What Information We Collect
We may collect and process the following types of personal data:
Personal and Contact Details
Name
Address
Date of birth
Telephone number
Email address
Emergency contact details
Medical and Health Information
Medical history
GP or consultant details
Clinical notes relating to assessment and treatment
Diagnostic reports and imaging relevant to your care
Administrative and Payment Information
Appointment records
Payment information (processed securely through our payment provider; we do not store card details)
Insurance details (if applicable)
4. How We Collect Your Information
We collect information in the following ways:
Directly from you during booking, assessment, or treatment
From your GP, consultant, or insurer with your consent
Through our website or online booking system
5. Why We Collect Your Information (Lawful Basis)
We process your personal data under the following lawful bases:
Provision of healthcare (UK GDPR Art. 6(1)(b) & Art. 9(2)(h)) – to assess, diagnose, and treat your condition
Legal obligations – to maintain accurate medical records and comply with healthcare regulations
Consent – where required, such as for sharing information with third parties
6. How We Use Your Information
We use your information to:
Provide physiotherapy assessment and treatment
Communicate with you regarding appointments or your care
Maintain accurate and legally compliant clinical records
Liaise with your GP, consultant, or insurer (with your consent)
Process payments and manage billing
We do NOT use your personal information for marketing purposes.
We will never sell, distribute, or share your information with third-party marketing organisations.
7. Sharing Your Information
We only share your data when necessary for your care or to meet legal obligations, including with:
Your GP, consultant, or other healthcare professionals (with your consent)
Your insurer (if applicable)
IT service providers who support our clinical systems (all bound by confidentiality and data-processing agreements)
We do not transfer your data outside the UK unless adequate safeguards are in place.
8. Data Storage and Security
We store personal data securely using encrypted and password-protected clinical systems.
We take appropriate technical and organisational measures to protect your information from loss, misuse, unauthorised access, or alteration.
9. Data Retention
We retain your clinical records for the period required by law and professional guidelines:
Adults: 8 years from the date of last treatment
Children: Until the patient’s 25th birthday (or 26th if aged 17 at the time of last treatment)
Insurance-related cases: As required by the insurer
After this period, your data will be securely deleted or destroyed.
10. Your Rights
You have the following rights under UK GDPR:
Right to access – Request copies of your personal data
Right to rectification – Correct inaccurate or incomplete data
Right to erasure – Request deletion of your data (in some circumstances)
Right to restrict processing – Ask us to limit how we use your data
Right to object – Object to processing (where applicable)
Right to data portability – Request your data in a structured, commonly used format
Right to complain – You may raise a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk
11. Changes to This Privacy Policy
We may update this policy occasionally. Any updates will be posted in-clinic and on our website.
Please check regularly to stay informed.