Privacy Policy
​
Director: Sophie Daking
Version 1
Date: 23.9.25
Our commitment to your privacy
​
We are committed to handling personal information about you, including health information about you, in accordance with the requirements of the Commonwealth Privacy Act 1988.
​
What kind of personal information do we collect about you?
​
We collect and hold the following kind of information about you:
​
-
Your name, address, date of birth, email and contact details.
-
Information about your family or relatives.
-
Information about other health professionals involved in your care.
-
Other health information about you such as: a record of your symptoms, your relevant medical history, the diagnosis made and the treatment we give you:​
-
Test results.
-
Your appointment and billing details.
-
Your prescriptions.
-
Your healthcare identifier.
-
Other information about you collected for the purposes of providing care to you.
-
-
Specialist reports.
How do we collect and hold your personal information?
We will generally collect personal information about you in these ways:
​
-
Directly from you when you give us your details (eg, face-to-face, over the phone, via registration form or an online form).
-
From a person responsible for you.
-
From a third party where we are permitted by law to do that (eg. other health care professionals involved in your care, from your health insurer).
​
Why do we collect and use information about you?
We primarily collect and use personal information about you to provide our physiotherapy services to you and to communicate with you and others involved in your care in relation to those services.
​
We also sometimes use that information for other purposes, including:
​
-
To help us manage our accounts and administrative services, including billing, arrangements with health funds, pursuing unpaid accounts, management of our IT systems.
-
To conduct accreditation, quality assurance or internal audits.
When and why might we share information about you with others?
We may disclose information about you to others outside of our practice as permitted or required under law. This will include situations where we disclose information about you in order:
​
-
To comply with our legal obligations (eg. mandatory reporting under legislation, responding to a court order or subpoena).
-
To consult with other health professionals involved in your healthcare.
-
To get test results from diagnostic and pathology services.
-
To help us manage our accounts and administrative services (eg. billing or debt recovery, arrangements with health funds, pursuing unpaid accounts etc).
-
To lessen or prevent a serious threat to a patient’s life, health or safety or a serious threat to public health or safety.
-
To help in locating a missing person.
-
To prepare the defence of anticipated or existing legal proceedings.
-
To discharge notification obligations to liability insurers.
​
Your right to seek access to and to seek correction of the information we hold about you
​
You have the right to seek access to and correction of the personal information we hold about you. We usually charge a small fee to process this of £25. Any request must be giving in writing to sophie@bodybalanced.gg. A response to a request will be given within 30 days.
​
If you think that the information we hold about you is not correct, let us know in writing. We will take reasonable steps to correct your personal information where the information is not accurate or up-to-date. From time to time, we may also ask you to verify that the information we hold about you is correct and current. And please notify us if and when your contact details change.
​
Security: how we hold your personal information
We take reasonable steps to protect the information we hold about you. These are designed to prevent unauthorised access, modification or disclosure and to prevent misuse and loss.
This includes:
-
Holding information on an encrypted database.
-
Holding information in secure cloud storage – a specialist medical records service called Cliniko, and an exercise prescription website platform Wibbi. Access to data on Cliniko is password protected with a 2 factor ID. Wibbi will hold only your name and email address, and is password protected. All passwords are changes regularly.
-
Getting associates to sign confidentiality documents.
-
Providing staff with training or induction etc. about confidentiality and (in particular) security issues.
-
Access to information restricted on a ‘need to know’ basis.
-
Strong password protections (and facial recognition) when accessing the information on a computer. These includes email trials to and from yourselves, or other healthcare professionals, where consented.
Data retention
We have a legal obligation to store your records for 8 years after your most recent appointment (or age 25, if this is longer). After this you may request that we delete your records if you wish. Otherwise we may store your records to ensure that if you return to us in the future we have access for your previous records, which will ensure best care.
​
Disclosing information about you overseas
We may disclose your personal information to the following overseas recipients:
-
Any health professional who helps us to provide our physiotherapy services to you (eg. health professionals who treated you when you were overseas) or anyone else you authorise us to contact.
If you have a privacy-related concern about us
If you have concerns about the way we’ve handled your privacy, let us know. You should do that in writing. We will then try to respond to you within 30 days.
​
If you are not satisfied with our response, you can refer your complaint to the Office of the Data Protection Authority in Guernsey, whose contact details are:
Phone: +44 (0) 1481 742074
Email: info@odpa.gg
Post: Block A, Lefebvre Court, Lefebvre Street, St Peter Port, Guernsey, GY1 2JP
Website: Home · ODPA
Updating this policy
We will update this policy from time to time, to reflect any changes in our information-handling practices or the law or both.
We will notify you of changes to the policy by posting on our website.
​​​
Contact Us​
​
To contact us about any privacy related issues, please approach: sophie@bodybalanced.gg