Privacy Policy

Privacy PolicyTunbridge Wells Neuro Physio

Last updated: [May 2026]

1. Introduction

Tunbridge Wells Neuro Physio (“we”, “us”, “our”) is committed to safeguarding the privacy and confidentiality of personal data. This Privacy Policy outlines how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all patients, prospective patients, carers, referrers, and users of our website.

2. Data Controller

Tunbridge Wells Neuro Physio is the data controller responsible for your personal data.

Contact details:
Address: Tunbridge Wells Neuro Physio
The Old Bakery,

90 Camden Road,

Tunbridge Wells,

TN1 2QP.

Email: tunbridgewellsneurophysio@proton.me

Telephone: 07506 747117

3. Personal Data We Collect

We may collect and process the following categories of personal data:

  • Identity Data: full name, date of birth, NHS number (where applicable)

  • Contact Data: postal address, email address, telephone number

  • Health Data (Special Category Data): medical history, diagnoses, treatment plans, clinical notes, outcomes, and relevant health information required for neuro physiotherapy

  • Financial Data: billing details, payment records

  • Communication Data: correspondence via email, telephone, or other channels

  • Website Usage Data: limited technical data such as IP address, browser type, and pages visited (via cookies, where applicable)

4. How We Collect Your Data

We collect personal data through:

  • Direct interactions (e.g. assessments, consultations, registration forms)

  • Referrals from healthcare professionals or organisations

  • Communication via telephone, email, or online forms

  • Use of our website (including enquiry forms and cookies)

  • Use of a secure online clinical notes software programme (Smilenotes) to record details of contact data and health data

5. Lawful Basis for Processing

We process your personal data under the following lawful bases:

  • Contractual necessity: to provide physiotherapy assessment and treatment

  • Legal obligation: to comply with healthcare regulations and record-keeping requirements

  • Legitimate interests: to manage, monitor, and improve our clinical services

  • Explicit consent: for processing special category data, including health information

6. How We Use Your Data

Your personal data is used to:

  • Provide safe, effective, and individualised neuro physiotherapy care

  • Maintain accurate clinical records

  • Communicate regarding appointments, treatment, and service updates

  • Manage billing, payments, and administrative processes

  • Meet professional, legal, and regulatory obligations

7. Sharing Your Data

We may share your personal data where appropriate and necessary with:

  • Healthcare professionals involved in your care (e.g. GPs, consultants, multidisciplinary teams), with your consent

  • Referrers and case managers (where applicable)

  • Regulatory authorities or legal bodies when required by law

  • Third-party service providers (e.g. secure clinical record systems, payment processors), under strict data processing agreements

We do not sell or share personal data for marketing purposes.

8. Data Security

We implement appropriate technical and organisational measures to ensure a high level of data security, including:

  • Secure electronic patient record systems

  • Encrypted and password-protected devices

  • Access controls limiting data to authorised personnel only

  • Confidential handling of all clinical and personal information

9. Data Retention

Personal data is retained only for as long as necessary in line with legal and professional requirements.

Typical retention periods are:

  • Adults: 8 years following the last date of treatment

  • Children: until age 25 (or 26 if the patient was 17 at the end of treatment)

Data will be securely deleted or destroyed when no longer required.

10. Your Rights

Under UK GDPR, you have the right to:

  • Request access to your personal data

  • Request correction of inaccurate or incomplete data

  • Request erasure of your data (where legally permissible)

  • Request restriction of processing

  • Request transfer of your data (data portability)

  • Object to certain types of processing

  • Withdraw consent at any time, where consent is the legal basis

Requests should be made in writing using the contact details above.

11. Complaints

If you have concerns regarding the handling of your personal data, you are encouraged to contact us in the first instance.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
https://www.ico.org.uk

12. Cookies and Website Use

Our website may use cookies and similar technologies to enhance user experience and analyse website traffic. Where applicable, a separate Cookie Policy will provide further details.

You can manage or disable cookies through your browser settings.

13. Changes to This Policy

We reserve the right to update this Privacy Policy periodically to reflect changes in legal or regulatory requirements or our data processing practices. The most current version will always be published on our website.

14. Acknowledgement

By using our website or engaging with our services, you acknowledge that you have read and understood this Privacy Policy.

For further information regarding this policy or your personal data, please contact Tunbridge Wells Neuro Physio using the details provided above.