Privacy policy

Introduction

Symphony Neuro Rehab is committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, store, and share your personal data when you use our services, in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and guidance from the Information Commissioner’s Office (ICO).

Who We Are

Symphony Neuro Rehab refers to Emily Kerr, working as a sole trader

HCPC number: PH104373

ICO registration number: ZB841547 

Contact details are listed at the bottom of this policy.

What Information We Collect

We may collect and process the following types of personal data either on your initial enquiry or during our assessment and treatment sessions, should you choose to proceed with Symphony Neuro Rehab:

  • Personal identifiers: Name, address, date of birth, contact details, contact details of family members

  • Health information: Current and past medical history, GP information and contact details, previous physiotherapy assessments, treatment notes and other relevant health information which may be pertinent to us fulfilling our services

  • Communication records: Emails, letters, or messages related to your health and/or rehabilitation

  • Photos/Videos: We may occasionally take photos or videos (with your consent) to help assess your movement, track your progress or for training and education purposes

How We Collect Your Data

We may collect data:

  • Directly from you (in person, by phone, email, or online enquiry forms). It is advised that you limit the information you provide via enquiry forms or email as this is not a secure form of communication. More detailed information can be provided via telephone call or during our initial face to face assessment.

  • From other healthcare professionals (with your consent) - we will aim to collect this information via telephone where possible.

  • Automatically via our website (cookies and analytics – see Section 11).

Lawful Basis for Processing

We process your personal data under the following lawful bases:

  • Contract: To provide physiotherapy services and fulfil your requirements.

  • Legal obligation: To comply with healthcare regulations and meet the standards set out by the HCPC (health & care professions council), CSP (chartered society of physiotherapists) and ICO (information commissioners office)

  • Consent: For sharing information with other healthcare providers.

  • Legitimate interests: For business administration & marketing (where appropriate).

  • Special category data: Processed under Article 9(2)(h) UK GDPR for the provision of health care.

How We Use Your Information

We may use your personal data to:

  • Complete comprehensive and collaborative assessments in order to formulate and provide safe and effective physiotherapy treatment.

  • Communicate with you about your appointments and care.

  • Maintain accurate medical and therapeutic records.

  • Process payments and manage accounts.

  • Comply with legal and regulatory requirements.

Data Sharing

We will only share your data:

  • With your consent, with other healthcare providers or case managers involved in your care.

  • With insurers or legal representatives, if relevant to your treatment.

  • With regulatory bodies if legally required.

  • We may share your information for safeguarding purposes if you disclose any risks to yourself or others. This may be done without your consent.

Any information shared electronically via email will be password protected/encrypted.

Data Retention

Symphony Neuro Rehab will retain medical records for 8 years after the conclusion of treatment (or until age 25 if the patient is under 18), as required by UK healthcare record-keeping guidance.

After this period, data will be securely destroyed.

Data Security

We take appropriate technical and organisational measures to protect your data, including:

  • Electronic records - all electronic records at Symphony Neuro Rehab are securely stored on a password protected laptop and are stored on a cloud-based system which is compliant with GDPR guidance

  • Locked storage for paper files

  • Access is restricted to authorised personnel only 

Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data - you have the right to ask us for copies of your personal data

  • Request correction of inaccurate data - you have the right to ask us to correct any personal data you think is inaccurate as well as to complete any information you think is incomplete.

  • Request erasure (where applicable) - you have the right to ask us to delete your data under certain circumstances

  • Restrict or object to processing - you have the right to ask us to restrict the processing of your data under certain circumstances. This may relate to who you consent to your information being shared with.

  • Data portability - you have the right to ask us to transfer the data you gave us to another organisation

  • Withdraw consent at any time (where processing is based on consent) - you have the right to withdraw your consent to data collection and sharing.

  • You are not required to pay a fee for exercising your rights. If you make a request to do so, Symphony Neuro Rehab has 1 calendar month to respond to you.

 To exercise your rights, contact us at: emily@symphonyneuro.co.uk

You also have the right to complain to the ICO if you believe your data has been mishandled: www.ico.org.uk

Cookies & Website Tracking

Cookies are small text files that are placed on your device (computer, tablet, phone) when you visit our website. They help our website function properly, remember your preferences, and give us information to improve our services.

Symphony Neuro Rehab may use cookies to:

  • Make our website function securely and efficiently.

  • Remember your preferences so you don’t have to re-enter your details.

  • Analyse how people use our website for marketing purposes

When you first visit our site, you will see a banner asking you to accept or reject non-essential cookies.

You can change your preferences at any time by adjusting your browser settings or using our cookie settings tool.

Strictly necessary cookies do not require your consent.

You can control and/or delete cookies through your browser settings. For guidance, visit: https://ico.org.uk/for-the-public/online/cookies

If you block or delete cookies, some parts of our site may not work as intended.

Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will be available on our website.

Contact Us

If you have any questions or concerns about how we handle your data, please contact:

Emily Kerr
Email: emily@symphonyneuro.co.uk
Phone: +447800 641057
Address: Westcombe Stables, Tytherton Lucas, Chippenham