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Privacy Notice

Physio4Quality LTD, 297-301 Bearwood Rd, Bearwood, Smethwick B66 4DP



Physio4Quality Limited is committed to protecting your personal information and this privacy notice relates to our use of your personal information collected from you either in person, by letter, e-mail, via digital Consent Form or over the telephone. It also relates to information about you that is shared with us from someone else e.g. your doctor or insurance company.

‘Personal data’ means any information that is identifiable about you.
‘Special categories personal data’ means ‘sensitive data’ such as health data.
‘We’ means Physio4Quality Limited.

We collect and process data because we have a legal or contractual obligation to do so, and we ensure that it is adequate, relevant and limited to what is necessary to provide a physiotherapy service to you.

What information do we collect:

We collect and process information when you telephone the clinic to make an enquiry or appointment when you email us, when we receive a referral about you, or if you visit the clinic in person.

At the point of enquiry or booking, we will ask you for personal data:

  • date of birth

  • address

  • telephone number, either landline or mobile or both

  • e-mail address

Our lawful basis for processing your general personal data is contractual to be able to offer you a physiotherapy service, appointments and billing.

On your Consent Form or at your appointment we may ask for information regarding:

  • general health

  • previous health

  • information regarding the condition you are seeking advice about

  • activities you undertake

  • type of employment

  • medication you take

We will also record the findings of a physical examination and continue to keep a record of your treatments each time you have an appointment.

Our lawful basis for processing your special categories of personal data is legal obligation as we have to fulfil documentation criteria to meet professional standards.

How we use this information:

We use an electronic diary, accounts and clinical notes package provided by Cliniko.
We may write and store paper notes in some situations.

We use information:

  • To provide a legal record of any treatment or advice we provide.

  • To ensure continuity of care.

  • For account purposes.

  • To contact you about your ongoing treatment including sending exercises by e-mail. We use a third party for this service (Cliniko / Physitrack).

  • To contact you if new information or treatments become available that may be of benefit to you.

  • With your permission, to liaise with other medical professionals who may be involved in your care; this may include GP’s, Consultants, Occupational Health Departments Class Instructors or other Health Care Professionals.

  • For quality feedback and audit purposes.

We do not pass on your information for commercial purposes.

Daily back-ups are cloud-based and managed by Cliniko.

We take all reasonable steps to ensure that our information is kept up to date and rectified if necessary. It is your responsibility to inform us if any personal information changes so that our records are accurate.

How long do we keep personal information?

We keep your data for no longer than reasonably necessary.
We have a legal obligation to retain records for 8 years after the conclusion of any treatment.

If the record relates to a child or young person, the records must be kept until the patient’s 25th birthday.

How do we protect your information?

We are committed to ensuring that your information is secure. To prevent unauthorized access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Our website contains links to external sites. These sites have their privacy policies and we are not responsible for their content, you should check their privacy policy before submitting any personal information.

Sharing your data.

We may pass information, with your permission, to other medical professionals or insurance companies who are involved in your care; this may include GPs, Consultants, Occupational Health Departments or other Health and Care Professionals.

This information may be passed on in the form of a written letter which is given to you – if this is the case, the letter becomes your responsibility, and the protection of its contents is your responsibility.

Providing us with your personal data.

You are under no statutory or contractual requirement or obligation to provide us with your personal data but failure to do so may mean we are unable to offer services at our clinics.

Personal information provided by third parties.

We may receive information about you from other sources. This information may include, Full name, Date of birth, Contact number, and Address. All information shared with Physio4Quality from Third Parties and other sources are referrals that have been pre-approved by a client who has agreed to share this information.

We will register this information for the following purposes:

To book the patient in with an appropriate practitioner

Controlling your personal information

You are entitled to request a copy of the personal information we hold about you and to have any discrepancies rectified if appropriate. If you believe that any information, we are holding on you is incorrect or incomplete, please write to or email us and we will promptly correct any information where legally possible.

You are entitled to request that we transfer your data directly to another controller and to request that your personal data be erased where it is no longer necessary to retain it.

We will not sell, distribute, or lease your personal information to third parties unless we have your permission or are required by law to do so.

We confirm that we do not transfer data abroad or use any form of automated decision-making in our business.

Cookies and similar technologies

A cookie is a small text file, which is placed onto your computer or electronic device when you access our website. Similar technologies include web beacons, action tags, local shared objects, (‘flash cookies’) and single-pixel gifs. Such technologies can be used to track user’s actions and activities and to store information about them. We use these cookies and/or similar technologies on our website.

For example, we may use cookies to monitor and/or collect the following information:

  • How many times a user visits the website

  • Which pages a user visits

  • Traffic data

  • Location data

When someone visits we use a third-party service, Wix / Google Analytics to collect standard internet log information and details of visitor behavior patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone.

This information helps us to build a profile of our users. Some of this information may be aggregated or statistical, which means that we will not be able to identify you individually.

You can set your browser not to accept cookies and the websites below tell you how to remove cookies from your browser.

Changes to our privacy policy

All changes will be notified on our website

Any questions or complaints regarding this privacy notice should be addressed to:

Piotr Karcinski
Physio4Quality LTD, 297-301 Bearwood Rd, Bearwood, Smethwick B66 4DP

If you wish to take a matter further, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email at or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Cheshire SK9 5AF.

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