Privacy Notice

Kings Langley Physiotherapy Clinic is a committed health care provider offering professional and quality services, namely physiotherapy treatments and Pilates therapy classes.

This privacy policy explains how we use the information we collect about
• our patients,
• our pilates class participants,
• our staff and
• any other person / company we interact with.

We are committed to putting our patients first and being transparent on how we collect, use, protect and maintain the security of any personal information received from you. We adhere strictly to the requirements of UK Data Protection Act 1998 and General Data Protection Regulation (GDPR) 2018.
Kings Langley Physiotherapy Clinic will act as the Data Controllers taking responsibility for collecting your personal data and in most cases, our employees will act as Data processors working in accordance with the clinic policies and guidelines to ensure all data is stored, held and dealt with in a lawful manner and in accordance with the GDPR “good practice guidelines”.

We do not sell or rent your personal information with any third party.

Our Privacy Policy explains:
• the personal information we collect.
• how and why we collect and use your personal information.
• why we process your personal information.
• when and why we will disclose your personal information.
• the rights and choices you have when it comes to your personal information.
• the steps we take to ensure your information is kept secure and confidential.
• how long we will hold your information for.
• how to contact us.

Information we collect
We need some information about you so we can provide you with our services and communicate with you about them . For the purposes of this policy, this is personal information that could identify you, for example, your name, address, email and our database account number .

We have a legal duty to collect and process the information you (the patient or pilates class participant) provides to us when making a record of your medical physiotherapy assessment or on completing your health questionnaire.
Personnel (staff) information is stored securely.

Your contact details enable us to contact you by telephone or email in response to your enquiry to us, to make/amend appointments, to contact you about other health related issues or if there is another legitimate reason for doing so, for example to advise and promote new healthy lifestyle information or services.

Sometimes, we will need to share your information with other medical practitioners eg referring consultants, your GP, health insurance company or a physiotherapy colleague.

We collect data about our services, our treatments and appointments for research and statistical analysis which we will use this to improve our services.

Protecting your information
We endeavour to take reasonable and proportionate steps to protect and keep your personal data confidential.

Electronic records are password protected and can only be accessed by authorised staff. Paper records are kept in secure, locked cabinets. Only authorised members of staff can access and process records.

Data storage
Different data is kept for varying lengths of time. There is a legal obligation for medical records to be kept but personal data will be destroyed appropriately once this retention period has passed and will not be held for any longer than is deemed legally and legitimately necessary.

Individuals have the right to request their personal data be deleted or transferred (but this will only be done if it does not conflict with any other legal duties regarding medical records).

Individual's Rights
You have a statutory right of access to your data known as a Subject Access Request (SAR). This must be in writing and a reply will be made within 30 days.
GDPR regulations allow individual ‘data subjects’ particular rights, the key ones being:
• Right to be informed – of how we fairly process your data
• Right to access – the data that is held on you
• Right to rectification – of any data felt to be inaccurate or incomplete
• Right to erasure – of your data (otherwise known as ‘right to be forgotten’)
• Right to restrict processing – to ‘block’ or prevent further processing of existing data
• Right to data portability – transferring data to another provider/data controller
• Right to object – to processing (inc profiling), direct marketing, and certain types of research
• Right to question automated decision making (eg for the purpose of profiling)
We will accommodate your wishes in line with your rights under GDPR as long as it is not contravened by any other relevant associated regulations.

Updating your details
We try to ensure your personal information is accurate and complete using standardised collection methods and forms.
You have the right of rectification ie to request to see details of the information we hold to check for accuracy and completeness. This request must be in writing and by appointment.

All information you give us is covered by this policy whether you give explicit consent or not. When we change the policy, it will be posted on the website and your continued use of our services will be covered by the new policy.
We might chose to share with you more information regarding healthy lifestyle, health promotion information and new services that we feel would be of legitimate interest to you. Even if consented previously, you can opt out of any future promotional contact by contacting us by email (info@klpc) or by telephone (01923-261974)

Information collected through our website
We do not collect any personal information from visitors to our website other than information that is knowingly or voluntarily given. Anonymous information is collected, such as the number of visitors to the website in a given period but is purely statistical and cannot be used to identify an individual user.
Cookies are not used to collect any other information from visitors to the website. Visitors interested in requesting more information must provide contact details and the reason for their request. Visitors will not be contacted by us, unless such information is given, and contact is specifically requested.

Complaints & Concerns
If you have any complaints or concerns about any aspect of this privacy policy and the ways in which we collect, use, store or destroy personal information and data, then please contact us via the website (, email ( or by telephone 01923 261974.
We are registered with the Information Commissioner’s Office as a data controller.
More information regarding GDPR can be found on the Information Commissioners Office (ICO) website.