Privacy Notice Overview
This privacy notice explains how The Physio Cabin by Orior Rehab, based in Havant, collects, stores and uses personal data connected with appointments and treatment. It applies to all patients and service users of the practice and covers the collection of contact and booking information, health and clinical records, and payment details. The notice explains our lawful reasons for processing data, who we may share information with, the security measures we use, how long we keep records, your rights over your data and how to complain to the Information Commissioner's Office (ICO).
Types of personal data we collect
Security, storage and retention
We keep your records secure using a combination of physical safeguards and technical controls. Paper records are stored in locked cabinets at The Physio Cabin premises in Havant with restricted staff access.
Electronic records are held on secure, access-controlled systems provided by authorised IT suppliers and protected by encryption, user authentication and regular backups.
Contracts with our third-party processors require them to maintain appropriate security.
Records are retained in line with professional and legal guidance: clinical records for adults are kept for at least eight years after the date of last treatment, records for children are retained until they reach age 25, and financial records are retained for tax and audit purposes in line with HMRC guidance.
When records are no longer required they will be securely destroyed or irreversibly anonymised.
We collect the information necessary to provide safe and effective physiotherapy and to manage appointments.
This includes contact details (name, address, telephone, email), booking and appointment histories, referral information, clinical assessments, treatment notes and outcome measures, details of medications and relevant medical history, NHS or other identifiers where provided, and payment or insurance information for billing.
We also keep records of communications with you, for example emails and telephone notes, and may keep CCTV footage of the reception area for safety and security purposes.
How we use and share your information
Your rights and how to complain
Your data is used to deliver treatment, plan and record clinical care, arrange and manage appointments, process payments and insurance claims, and meet legal and regulatory obligations.
Our lawful bases for processing include consent (where required), necessity for the performance of a contract (treatment and appointment administration), compliance with legal obligations and, where applicable, legitimate interests such as clinical audit, service improvement and fraud prevention.
We may share information with other healthcare professionals involved in your care (for example your GP or hospital), with Orior Rehab colleagues where this supports continuity of care, with payment processors and insurers to handle billing, and with IT providers and other contracted data processors who support our services.
We will only share the minimum necessary information and will obtain your consent where required, except where disclosure is legally required or necessary to protect your vital interests.
You have rights over your personal data including the right to access your records, request correction of inaccurate information, request erasure in certain circumstances, restrict or object to processing, and request data portability where applicable.
You may withdraw consent at any time for processing based on consent; withdrawal will not affect processing carried out before you withdrew consent.
To exercise your rights or for queries about this notice, contact the practice manager at The Physio Cabin by Orior Rehab using the contact details on our website or by post to our Havant address.
If you remain dissatisfied you have the right to complain to the Information Commissioner's Office (ICO) via their website at https://ico.org.uk or by telephone on 0303 123 1113.