Updated May 2018

What is a Privacy Notice?

Under data protection law you, as a patient/client of Peak Physiotherapy Practice Limited, have specific rights. To communicate these rights to you in a clear and concise manner, we are providing you with this Privacy Notice.

Who We Are

'We' and 'Our' means Peak Physiotherapy Practice Ltd, its employees, agents and Directors. For the purposes of processing your personal data, We are the Controller. Our Business Address is 22 Claremont Road, Claygate, Surrey KT10 0PL.

We are committed to protecting your personal information and this privacy notice relates to our use of your personal information collected from you either in person, via our online booking system or information you give us by letter, e-mail, SMS or over the telephone.

What information we collect, why and when

We collect and process data (including personal information) because we have a legal obligation to do so and it is adequate, relevant and limited to what is necessary

'Personal information' means any information that is capable of identifying you.

We collect and process information when you telephone the clinic to make an enquiry or appointment, when you email us, when you access our online booking system via our website or if you visit the clinic in person.

At the point of enquiry or booking you may be asked to provide:

Please be aware that calls to the clinic are answered by Real Time Reception Ltd (ICO registration number: Z1902894) on our behalf. Real Time Reception Ltd will not use or share your personal data. Please note that calls are recorded and that the recordings are stored for 3 months and then deleted. All stored information is password protected. Full details of Real Time Reception Ltd's Privacy Policy can be found on their website:

At your appointment at the clinic, we will ask for information regarding your general health, the name of your General Practitioner (GP), your previous health and information regarding the condition you are seeking advice about. We will also ask for information regarding any activities you undertake, your employment and any medication you take. We will also record the findings of a physical examination.

How we use this information

All patient records are stored physically (i.e. as hard copies).

We use this information:

1. To provide a legal record of any treatment or advice we provide
2. To ensure continuity of care
3. To contact you in regard to your ongoing treatment
4. We may pass information with your permission to other medical professionals who may be involved in your care; this may include GPs, consultants, occupational health departments or other Health and Care Professions.
5. We may use your information for quality feedback purposes.
6 We may use your information for audit purposes.

We do not pass on your information for commercial purposes.

We take all reasonable steps to ensure that your information is kept up to date and rectified if necessary. It is your responsibility to inform us if any personal information changes.

How long do we keep personal information

We have a legal obligation to retain records for 8 years after the conclusion of treatment. If the record relates to a child or young person, the records must be kept until the patient’s 25th birthday or 8 years after death. After the obligation to retain records has expired, We arrange for such records to be securely destroyed as soon as reasonably practicable.

How we protect your information

We take organisational and technical security measures to protect the information against unauthorised disclosure or unlawful processing.

Our website contains links to external sites. These sites have their own Privacy Policies and we are not responsible for their content; you should check their Privacy Policy prior to submitting any personal information.

Your rights

You are entitled to a copy of the personal information we hold about you and to have any discrepancies rectified. You can do this by written request sent to the Contact Details stated at the end of this notice.

Disclosure of your information

We may pass information, with your permission, to other medical professionals who may be involved in your care; this may include GPs, consultants, occupational health departments or others involved in your Health, Care and/or Rehabilitation.

This information may be passed on in the form of a written letter which is given to you - if this is the case, the letter becomes your responsibility and the protection of its contents is your responsibility.

If the information is sent electronically by e-mail, it will be password protected and we will take all reasonable precautions to transmit the information securely.

Data Breaches

Should your personal data that We control be lost, stolen or otherwise breached, where this constitutes a high risk to your rights and freedoms, We will contact you without delay. We will give you the contact details of the person who is dealing with the breach, explain to you the nature of the breach and the steps We are taking to deal with it.

Should You Wish to Complain

You can contact the ICO via their website: should you wish to make a complaint about the way we are processing your personal data.

Automated Decision Making and Profiling

We do not use any system which uses automated decision making or profiling in respect of your personal data.

Changes to our privacy policy

All changes will be notified on our website.

Contact details

Any questions regarding this Privacy Notice should be addressed to Alison Walker-Smith at our Business Address:

Peak Physiotherapy Practice Limited
22 Claremont Road
Surrey KT10 0PL


Peak Physiotherapy Practice is recognised by most major UK health insurance providers, including CS Healthcare, Cigna, Simplyhealth and WPA amongst others.