This notice describes the data protection policy of Holywood Pilates and Physiotherapy Clinic. By visiting our website and using the services provided by the clinic you are accepting and consenting to the practices described below.
IN HOUSE DATA FORMS
During the course of your physiotherapy treatment and upon enrolment into a Pilates class/1:1 session, the clinic necessarily needs to hold some of your personal information. For example, we need to hold your contact details for appointment scheduling/class booking, and we need to store your clinical notes/health screening information on site as a basic requirement of our clinical professional standards.
We will never pass any of your contact details to a third party and under no circumstances pass on any of your clinical records unless you have given your expressed written consent in cases where medical reports are required as part of your treatment. You may request us to write a letter to 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.
You have the right to access any medical records held if you officially request to do so via a “subject access request”. We will be happy to assist you in any request in this regard.
You also have the right to have your personal data deleted on request. Clinical notes are securely destroyed after eight years or in the case of a child when he/she reaches the age of 25years.
Clinical records/health screening registration forms are stored securely on the premises and are unavailable to anyone except authorised clinicians and administrative staff. Personal contact details are used solely for appointment purposes and are stored securely on a cloud-based computerised diary system.
Information emails are sent out to all current/recently current Pilates clients informing them of details of upcoming Pilates courses/new timetables to allow re-booking prior to these being advertised externally. If you have not booked into our Pilates programme for 2 consecutive courses of classes you will be removed from these emails unless you have specifically requested to be retained. If you do not wish to receive these emails you may opt out at any time by emailing
Significant changes to clinic policies or normal operating procedures will be conveyed to current/recently current Physiotherapy and Pilates clients by email in the first instance.
ELECTRONIC MARKETING OPT-IN
From time to time Holywood Pilates and Physiotherapy Clinic will send out informative newsletters, and information on promotions and special offers running via our third party platforms MailChimp and Co-Kinetic. Both these providers are GDPR compliant. By opting to provide your registration details via our website or other social media you are agreeing to receive marketing emails related to relevant Physiotherapy or Pilates services and/or products, You will be able to opt-out of marketing emails at any time. Should you have any issues please contact
If you have any concerns regarding how your data is handled you are entitled to complain directly to the Information Commissioners Office (ICO).
What We Collect
When placing an order we will collect the following information:
• Contact information including email address
• Demographic information such as postcode
• Other information relevant to customer surveys and/or offers
What We Do With The Information We Gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
• Internal record keeping.
• We may use the information to improve our products and services.
• We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
• From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Controlling Your Personal Information
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
We do not store credit card details nor do we share customer details with any 3rd parties other than our payment processor Square Ltd.
You have right to view, modify or delete any data we hold.
Certain types of data must be held by us where required by law. we are happy to discuss this with us at any time.