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Privacy Policy and T&C’s

Mac Physio & Pilates is a “data controller” – this means we are responsible for deciding how we hold and use personal information about you. We are required under Data Protection legislation to notify you of the information contained in this Privacy Policy & we are committed to protecting your privacy. Our privacy policy indicates to you what information we collect about you and how we use it. By using our services, in any capacity, you agree to the collection and use of information in accordance with this policy. We use your Personal Information for providing and improving our services to you.

Information Collection and how we use it:

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. This personal information may include, but is not limited to: Name, Gender, Date of Birth, Email address, Phone number, Postal address, Medical History, Family history, GP details, Insurance company details such as reference or authorisation number.

How is your personal information collected?

Log in and registering: If you log in and register your details for Physio & Pilates online bookings through our website www.macphysio-pilates.co.uk – these personal details are stored on our booking software systems Cliniko and Acuity which are TLS encrypted. We do not record your password or any other private information.

We do not store or record your Card information.

Registration forms online: When you fill out our standard registration forms sent to you in your appointment confirmation, we store the data you send us on our TLS secure software Cliniko.

This form will collect the following details: Name / Address / Date of Birth / Telephone Number / Email address / GP details / Occupation
Private medical Insurance (PMI) details (if applicable).

We may use this information to improve customer service and for marketing purposes. This data is NOT passed on to any third-party organisations and resides in secure web-based database.

In clinic forms (paper): If you have been unable to complete our standardised registration form online prior to your appointment you will be asked to complete a paper copy in clinic. This form will collect the following details: Name / Address / Date of Birth / Telephone Number / Email address / GP details / Occupation / Private medical Insurance (PMI) details (if applicable).

This will be scanned and saved on to Cliniko and then the paper copy will be shredded and destroyed. We may use this information to improve customer service and for marketing purposes. This data is NOT passed on to any third-party organisations and resides in secure web-based database.

How we use your information:

The purpose of this information is to allow your clinician to ensure they manage your case with the relevant due care and consideration for your age, your requirements and your program. The private medical insurance / medicolegal insurance details are used to bill your insurer as appropriate or to communicate directly with them if appropriate. None of your information is passed to a third party unless under your explicit consent to release details.

Your private medical insurance / medico legal companies or solicitors may ask for reports of your sessions but this will only occur with your consent.

We may need to liaise with your GP / Consultant at times to ensure you are receiving the best care and management but this will only be done with your consent.

You may request us to write a letter to a school, a consultant or another person of interest to you. In doing so we will use your name, DOB and relevant medical details on that letter. You will also receive a copy of the letter should you so choose.

Data retention: In keeping with CSP / HCPC standards we retain patient notes inclusive of personal information for 7 years (adult) & for 7 years after turning 18 years of age(children).

Right of access: It is important that the personal information that we hold about you is accurate and current. Please keep us informed if your personal information changes.

Under certain circumstances by law, you have the right to:

  • Request access to your personal information. This enables you to receive a copy of the personal information we hold about you and to check we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information which we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us to continue processing it.

Computer browsing information – Log data: We use third party services such as Google Analytics that collect, monitor and analyse your browsing history information to increase our responsiveness to your needs. For further information on these third-party providers privacy policy please visit their website directly.

Purchases on our website: When you make a purchase for our Pilates Classes on www.macphysio-pilates.com your information will be processed by one of our software systems Acuity Scheduling. For further information on these third-party providers privacy policy please visit their website directly.

No Card information is stored at any time through Acuity or Cliniko. Our Secure Payment Processor Stripe is responsible for dealing with this information – for further information on their privacy policy please visit their website directly.

Marketing Opt-in: We like to keep you updated with events, offers and changes to our services through our newsletters, these are normally intermittent being sent out every 3 months. On booking an appointment with Mac Physio & Pilates and providing us with your personal information you will be sent an email asking if you wish to opt in to this service. If you choose to do so but later do not wish to receive any of this information you can unsubscribe at any time by directly using the link provided at the bottom of the newsletter, if you have any further questions you can email us at [email protected].

E-mail use Policy: Your email address will be added to our database provided by our booking software Cliniko (for further information please see their website for their own privacy policy) and primarily will be used for contacting you regarding your sessions, including appointment confirmation, reminders and sending out exercise programs.

Invoices to all our companies (where their own secure portal is not used) & GP / consultant correspondence are sent via Cliniko which is TLS encrypted, this ensures patient data is being sent securely as long as the recipient has a secure TSL email in place, this will be confirmed prior to any information being sent. In cases where there is no secure email at the receiving end we will send all confidential patient data such as invoices & GP/ consultant correspondence via Egress secure email.

Mac Physio & Pilates marketing campaigns, including information about up and coming events, offers and other generalised information are mainly distributed by Mailchimp, but may also be sent from Microsoft Outlook or other email providers. On booking an appointment and providing us with your personal information you will be sent an email asking if you wish to opt in to this service. If you choose to do so but later do not wish to receive any of this information you can unsubscribe at any time by directly using the link provided at the bottom of the newsletter, if you have any further questions you can email us at [email protected].

Right to withdraw consent: You have the right to withdraw your consent to the collection, processing and transfer of your personal information at any time. To withdraw your consent please contact one of the Clinic Directors of Mac Physio & Pilates, once we have received notification we will no longer process your information for purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Third Party Service Providers: We may employ third party companies and/or individuals to facilitate our Service, provide the Service on our behalf, perform Service-related services or to assist us in analysing how our Service is used. These third parties have access to your Personal Information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

Website Links: Our website Service may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third party’s site and therefore their relevant privacy policy.

Lawful disclosure: We will disclose your Personal Information where required to do so by law or in accordance with an order of a court of competent jurisdiction. We will also disclose your information if we believe that lawful disclosure is necessary to comply with the law and the reasonable requests of law enforcement or to protect the security or integrity of our Service.

Security: The protection of your personal information is vitally important to us. We will strive to protect your Personal Information in all means reasonably required by us to do so. However, as no form of data transmission is 100% reliable we cannot guarantee its absolute security. Therefore, we make no warranties as to the level of security afforded to your data. We will however always act in accordance with the relevant UK and EU legislation.

Children’s Policy: We require parental / guardian consent for collection of personally identifiable information from children under the age of 13. If you are a parent or guardian and you are aware that your Children has provided us with Personal Information and they are younger than 13 years of age, please contact us.

Changes to Privacy Policy: We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

Jurisdiction: This Policy shall be governed and construed in accordance with the laws of England and Wales, without regard to its conflict of law provisions.

Further Information: If you have any further questions regarding our privacy policy please contact us directly and speak to our Data Protection officer Annika Cunningham – [email protected]

Terms & Conditions

You must acknowledge and agree to full and final responsibility for the settlement of your accounts not withstanding any agreement to settle your accounts by a third party. You will be charged 100% cancellation fee if you fail to give 24 hours notice or fail to attend an appointment.

Physiotherapy is a safe and effective form of treatment for musculoskeletal disorders when applied by Chartered Physiotherapists. With certain techniques used in physiotherapy practice a small element of risk is present and you may experience some side effects from treatment. Your Physiotherapist will explain the potential benefits, risks and side effects from the treatment options available to you in order to allow you to make an informed decision.

By agreeing to our the terms and conditions & Privacy policy, you will be providing your consent in principle for physiotherapy.