Privacy Policy

Formation Physiotherapy understands that the information you trust us with is important, and we are committee to protecting and respect 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 for you.

Who we are: Formation Physiotherapy (also referred to in this policy as “we”, “us”, or “our”).

How to contact us: For any questions or concerns relating to this Privacy Policy or our data protection practices, or to make a subject access or any other request regarding the information we hold, please contact us at: Formation Physiotherapy 2nd Floor, 597-599 Lisburn Road Belfast BT9 7GS info@formationphysio.co.uk 02890 660836

Why we need and how we use your personal information: We only collect, use and store your information where we have lawful grounds and legitimate business reasons to do so.

Information collection and use: While using our services, 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, your email address, name, phone number, postal address or other contact information. Computer browsing information – log data: We do not store any of your browsing history when you are viewing our website. However we may use third party services such as Google Analytics that collect, monitor and analyse this type of information in order to increase our responsiveness to your needs. For further information on these third party provider’s privacy policies, please visit their website directly.

Information from other sources (third parties): Some personal information may be provided to us by third parties such as insurance companies or other businesses. In some cases, you will have previously submitted your personal information to them and given them approval to pass this information on for certain purposes. Such information will only be obtained from reputable sources which operate in accordance with the General Data Protection Regulation 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.

Marketing Opt-in: When agreeing to purchase our services you will be asked for your express consent to “opt in” to marketing emails including booking open notices. You will be able to opt-out of emails at any time. In addition, you have the option to export any customer data we hold about you by contacting us directly. In clinic forms: When you visit our clinic you will fill out a standardised registration form.
This form will collect the following details: Name / Address / Date of Birth / Telephone Number / Email address / GP details / Private medical Insurance (PMI) details (if applicable). 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 PMI 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 PMI may ask for reports of your sessions but this will only occur 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.

Physiotherapy Treatment Notes: Whilst attending for treatment, medical records and notes will be kept about you. The Chartered Society of Physiotherapy advises that the minimum amount of time a standard adult record should be kept is eight years. Formation Physiotherapy securely stores all records in a locked filing cabinet and our online computer system. All unnecessary paperwork is shredded so it cannot be seen or duplicated.

E-mail use Policy: If you “opt in” your email address will be added to our database and may be used for contacting you in regards to your sessions, your programs, marketing campaigns, offers and other generalised information. If you do not wish to receive any of this information you can unsubscribe at any time via unsubscribe buttons or by emailing requesting this.

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. How long we keep information about you:We will keep your information for as long as it is required to enable us to provide our services. This will usually be a minimum period of seven years or otherwise as determined by law or regulation. Once we decide that we no longer need your information it will be securely and confidentially destroyed.

How to make a complaint: If you wish to make a complaint about how we hold or use your data, please contact us at our address, email or telephone number

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.

Further Information: If you have any further questions regarding our privacy policy please contact us directly.