GDPR / Privacy policy

Effective Date: [3^rd Sept 2025]

This Privacy Policy describes how Kinetic Care Physiotherapy & Acupuncture Clinic (“we”, “our”, or “us”) collects, uses, and protects your personal data, in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable laws.

Who We Are

Kinetic Care Physiotherapy & Acupuncture Clinic
Unit G46a, Green Park
200 Brook Dr
Reading RG2 6UB
Phone: 07350 350265
Email: enquiry@kineticcarephysio.co.uk

We are the data controller for the personal information you provide to us.

1. What Personal Data We Collect

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

Identity information: Full name, date of birth, gender
Contact information: Address, phone number, email address
Medical and health data: Relevant medical history, symptoms, diagnoses, treatment records, and notes (this is considered sensitive or “special category” data)
Appointment details: Date, time, and nature of appointments
Payment information: Transaction details, billing address, and insurance information (if applicable)
Website usage data: IP address, browser type, pages visited, cookies and tracking information (see section 8 below)

2. How We Use Your Data

We use your personal data to:

Provide physiotherapy and acupuncture services
Assess your medical condition and develop personalized treatment plans
Maintain accurate and legally required health records
Schedule, manage, and confirm appointments
Communicate with you about your care or clinic updates
Process payments or insurance claims
Improve the performance and usability of our website

3. Legal Basis for Processing

We only process your personal data when we have a lawful reason to do so, including:

Consent – when you give us permission for specific uses (e.g., marketing emails)
Contract – to deliver our services to you
Legal obligation – to comply with laws and regulations, such as maintaining medical records
Legitimate interests – for clinic operations, such as customer service, administration, and quality assurance, unless these are overridden by your rights

4. How We Share Your Data

We do not sell your data. We may share your data with:

Medical professionals involved in your treatment (with your consent)
Health insurers, if applicable and agreed by you
Regulatory bodies and authorities, when required by law
Trusted third-party service providers (e.g. IT support, booking systems) bound by data protection agreements

5. How Long We Keep Your Data

We retain your personal and medical data for 7 years after your last treatment, in line with professional healthcare standards and legal requirements.

6. Your Rights Under GDPR

You have the right to:

Access the personal data we hold about you
Correct any inaccurate or incomplete data
Request deletion of your data (subject to legal or professional obligations)
Restrict processing under certain conditions
Object to processing for direct marketing or other purposes
Request data portability (where applicable)
Withdraw consent at any time

To exercise any of these rights, please contact us at: enquiry@kineticcarephysio.co.uk

7. Website & Cookies

Our website may use cookies and similar tracking technologies to:

Improve user experience
Monitor website traffic
Understand user preferences and engagement

You can manage your cookie preferences through your browser settings.

8. How We Protect Your Data

We use secure systems and take appropriate technical and organizational measures to protect your personal data from unauthorized access, loss, or disclosure.

9. Complaints

If you have concerns about how we handle your data, please contact us first. You also have the right to lodge a complaint with a supervisory authority, such as the Information Commissioner’s Office (ICO) in the UK or your local data protection authority.

10. Updates to This Privacy Policy

We may update this policy from time to time. The latest version will always be available on our website or by request at the clinic.

GDPR & Privacy policy