Privacy Policy

Definition: Patient – this means any person who has completed and submitted their information through our on-line booking system, through ‘Instabook’ used for booking Pilates sessions, or the contact form on the website or by telephone or in person.

Woodfield reserves the right to change the ‘Terms and Conditions’ from time to time and these changes will be notified to patients by means of our website.

Registered Patient

A person becomes a registered patient once they have submitted their details to the clinic by any of the above methods and books an appointment.

Patients must be over 18 years or have the written consent of a parent/guardian if under this age.

Privacy Policy

The named Data Controller is:

Woodfield collects the following information from patients:

Name, address, date of birth, telephone number, email address, name of GP Practice

Further medical information is collected during a consultation and this will include medical history, case details and a record of the treatment given.

This information may be given by the patient or the patient’s guardian or carer.

What information do we collect?

This may arise from corresponding with us by phone, email, or through our booking systems or in person. This includes information you provide us with when making an appointment, when you change/update your personal details or insurance details.

Information we collect about you.

This will include information given by the patient during a consultation with one or more of our practitioners. Accurate information will be recorded on the computer or in the form of hand written notes and will be updated as necessary. We hold existing records of patients’ details. It is not reasonable or practical to update details of patients who have been discharged. Details will be updated of course if patients return to us on another occasion.

Information we receive from other sources

We may receive information about you from other sources, such as general practitioners, consultants, insurance companies (referrals), other health professionals or other colleagues within the practice.

What use is made of the information we hold?

We use the information held about you in the following ways:

Information you give us. We will use this information:

  • To arrange appropriate appointments with therapists
  • To communicate future appointments by email
  • To notify you about changes to appointments
  • To communicate with you if it is relevant to your treatment at Woodfield Physiotherapy Centre
  • With your consent, for research or statistical analysis by insurance companies and PhysioFirst (anonymised data collection).
  • To communicate with you about fund raising events held at Woodfield Physiotherapy Centre
  • For legitimate purposes with your consent
  • To take debit/credit details over the phone. Once a transaction has gone through, any written information will be shredded. No card details are retained.

Information we collect about you

We will use this information:

  • To provide you with appropriate therapy treatment
  • With your consent, to write reports when requested by insurance companies or legal bodies or to medical consultants, GP’s or health professionals.

Can I find what information you hold on me?

Patients may have full access to their personal data and treatment records on written request.

Copies of notes may be collected and signed for in person at the clinic with the provision of suitable ID.

If you think your information is not accurate or incomplete you can ask us to correct it.

Can I have my data deleted? (Right to be forgotten)

You are entitled to ask for your personal data to be deleted. In most cases, however, some of the patients’ data and the treatment records have to be retained in case of possible legal issues in the future.

If you believe your data is not being processed for the purposes for which it was collected, you have the right to object and should write to the Data Processing Officer at Woodfield Physiotherapy Centre.

How is data stored?

We have a legal obligation to keep treatment records for a minimum of 8 years and 25 years of age for children. At Woodfield Physiotherapy Centre we keep records indefinitely, with the exception of deceased patients, because of the risk of legal obligations in the future.

Data is stored:

  • On the computer where it is encrypted, backed up on an external hard drive each night and backed up in the Cloud
  • Paper notes are kept in locked cabinets

Woodfield Physiotherapy Centre is a secure building with an intruder alarm and fire alarm.

Data Sharing

Information is only shared with other persons with the patient’s permission. This would usually be with other health professionals.

Data would extremely rarely be shared without consent if there was a legal order or in cases of serious safety risks.


Access to paper records is restricted to practitioners and administrative staff who have signed a confidentiality agreement.

All electronic data is password protected and stored as described above. Antivirus security systems are in place and regularly updated.

Any serious data breach would be investigates and reported to the ICO within 72 hours,

 Information Commissioner’s Office: 0303 123 1113

Patients’ will be informed if we believe a data breach has occurred.

Subject Access Requests

Subject access requests must be responded to within one month and no charge can be made.

Data is only released on receipt of a signed request from patients or in certain exceptional circumstances. Any data sharing is detailed on the patient’s record.

Patients’ Rights

Patients’ can request to see their data anytime, can move their data to another practice, or correct any inaccuracies. We can remove your contact details but not your health record.


Patients or staff can raise complaints about data processing and should do so in writing to the Data Controller or direct to the Information Commissioner’s Office.

Payment Terms

Details of treatment fees are available from Woodfield Physiotherapy Centre.

All treatments are by appointment, once treatment has been provided payment is required for the relevant treatment.

If a patient has been referred to the clinic by an insurance company, who later refuse to pay for the treatment given, then the patient is liable for the whole cost of all treatments.

Late Notice

Woodfield Physiotherapy Centre requires 24 hours’ notice of cancellation otherwise a fee may be incurred of 50% of the cost of the session.

Studio Terms, Conditions and Card Payments

For sessions booked on line for our studio/gym bookings, prepayment is required. Terms and conditions are stated on the ‘Instabook’ booking site.


Patients’ are asked to give written notice of any change of address, email or telephone number.

By providing an email address Woodfield Physiotherapy Centre the patient consents to receiving email communications, however we check this consent by asking the patient to complete a Privacy Notice form when they come to the clinic.

The patient also accepts that communication by email may not be a secure and confidential means of communication. Woodfield Physiotherapy Centre cannot be liable for loss or damage suffered as a result of communicating with a patient by email.

Any marketing, educational or other materials produced by the clinic which are made available to the patient remain the property of Woodfield Physiotherapy Centre.

Any changes we make to our Privacy Notice in the future will be posted on this page

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