Privacy Policy

Last updated: October 2025

1. Introduction

Petra Physio Clinic (“we”, “us”, or “our”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website petraphysioclinic.com, book an appointment, or use our physiotherapy services.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Contact Details

Business name: Petra Physio Clinic
Address: 1st Floor, 239 Kensington High St, London W8 6SN
Email: contact@petraphysioclinic.com
Website: petraphysioclinic.com

If you have any questions about this policy or wish to exercise your data rights, please contact us using the details above.

3. Information We Collect

We may collect and process the following types of information:

a) Personal and Contact Details

Name, phone number, email address, and date of birth
Address or emergency contact (if provided)

b) Health and Medical Information

Medical history, treatment notes, assessment findings, and progress records
Information about your health necessary for providing physiotherapy services

c) Payment Information

Payment details collected via secure third-party processors (we do not store full card data)

d) Website & Marketing Data

Information collected through contact forms or newsletter signups
Website usage data through cookies and analytics (if applicable)

4. How We Use Your Information

We use your information to:

Provide physiotherapy and shockwave treatment services
Maintain accurate clinical records
Contact you regarding appointments and follow-up care
Process payments and invoices
Send marketing communications (only if you have given consent)
Comply with legal and professional obligations

5. Legal Basis for Processing

We process your personal data under the following lawful bases:

Performance of a contract: to provide physiotherapy services and manage appointments
Consent: for marketing emails or promotional updates
Legal obligation: to meet regulatory and insurance requirements
Legitimate interest: to manage and improve our business operations

6. Data Storage and Security

Your data is securely stored using Cliniko, a GDPR-compliant practice management software that encrypts all data and stores it on secure servers.
We also take reasonable technical and organisational measures to prevent unauthorised access, misuse, or disclosure of your data.

Paper records (if any) are kept in locked cabinets in a secure location accessible only to authorised staff.

7. Data Retention

We retain clinical records for a minimum of 8 years after your last treatment (or until a child reaches age 25, whichever is longer), as required by professional and legal standards.
Marketing and contact information will be retained only until you withdraw consent.

8. Sharing Your Information

We do not share your personal data with third parties except:

When legally required (e.g. insurance or safeguarding cases)
With your explicit consent (e.g. sharing notes with your GP or consultant)
For essential business services such as Cliniko or accounting software, which meet UK GDPR standards

We never sell your data to third parties.

9. Your Data Protection Rights

You have the right to:

Access a copy of your personal data
Request correction of inaccurate information
Request deletion (where applicable)
Withdraw marketing consent at any time
Lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk

10. Cookies and Website Analytics

Our website may use cookies or analytics tools to improve performance and user experience.
You can disable cookies through your browser settings at any time.

11. Updates to This Policy

We may update this Privacy Policy from time to time to reflect legal changes or improvements in our practices.
The latest version will always be available at petraphysioclinic.com/privacy-policy.

12. Contact

If you have any questions or concerns about this Privacy Policy, please contact:
📧 contact@petraphysioclinic.com
📍 Petra Physio Clinic, 1st Floor, 239 Kensington High St, London W8 6SN