Privacy Notice
James Kelman Community Physiotherapy
Last updated: 6th February 2026
James Kelman Community Physiotherapy is committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This privacy notice explains how personal data is collected, used, stored, and protected when you visit this website or engage with physiotherapy services provided by James Kelman Community Physiotherapy
1. Who We Are
Data Controller:
James Kelman Community Physiotherapy (sole trader physiotherapy practice)
Contact details:
Email: care@jkelmanphysio.co.uk
Website: https://jkelmanphysio.co.uk
James Kelman Community Physiotherapy is registered with the Information Commissioner’s Office (ICO) as a data controller.
2. Personal Data We Collect
a) Website enquiries
When you contact us via this website, email, or telephone, we may collect:
- Name
- Email address
- Telephone number
- Any information you choose to include in your enquiry
b) Patients and clients
If you receive physiotherapy services, we may collect:
- Personal details (name, address, contact details, date of birth)
- GP or referrer details
- Relevant medical history and health information
- Assessment findings, treatment notes, and clinical correspondence
- Appointment records and consent documentation
This includes special category data relating to health.
c) Website usage data
This website may collect limited technical data such as:
- IP address
- Browser type
- Pages visited
This data is used only to ensure the website functions correctly and to understand website usage where analytics are enabled.
3. How We Use Your Data
We use your personal data to:
- Respond to enquiries
- Provide physiotherapy assessment and treatment
- Maintain accurate clinical records
- Communicate regarding appointments and care
- Manage invoicing and accounts (where applicable)
- Comply with legal, regulatory, and professional obligations
4. Lawful Basis for Processing
Under UK GDPR, the lawful bases we rely on include:
For enquiries:
- Consent – where you contact us voluntarily
- Legitimate interests – to respond to enquiries and manage the practice
For physiotherapy services:
- Contract – to provide physiotherapy services
- Legal obligation – to meet HCPC, insurance, and record-keeping requirements
- Vital interests – where necessary to protect your health
For health data, we rely on:
- Article 9(2)(h) – processing necessary for the provision of health care
5. How We Store and Protect Your Data
We take appropriate technical and organisational measures to protect your data, including:
- Secure, password-protected digital systems
- Encrypted or secure cloud-based storage where used
- Locked storage for any paper records
- Access restricted to the sole practitioner only
Your information is treated as confidential at all times.
6. Data Retention
We retain personal data only for as long as necessary:
- Adult patient records: 8 years after the end of treatment
- Children’s records: until the patient’s 25th birthday
- Enquiry data: retained only as long as required to respond or follow up
These periods follow professional and legal guidance.
7. Sharing Your Data
Your personal data will only be shared when necessary and with consent, for example:
- With your GP or other healthcare professionals involved in your care (with consent or where legally required)
- With insurers, professional bodies, or regulators where required
- With professional advisers such as accountants, under confidentiality obligations
We do not sell your data or use it for marketing purposes without your explicit consent.
8. Third-Party Data Processors
James Kelman Community Physiotherapy may use trusted third-party services to support practice operations, such as:
- Website hosting providers
- Secure email or cloud storage services
- Practice management or documentation systems (if used)
All third-party processors are required to handle data securely and in line with UK GDPR.
9. Cookies
This website uses essential cookies to ensure it functions correctly.
Where analytics cookies are used, you will be given the option to accept or reject them. Cookies do not collect personally identifiable information.
Further details are available on request.
10. Your Rights
Under UK GDPR, you have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request erasure of data (where applicable)
- Restrict or object to processing
- Request data portability
- Withdraw consent where processing is based on consent
To exercise any of these rights, please contact us using the details above.
11. Complaints
If you have concerns about how your data is handled, please contact James Kelman Community Physiotherapy in the first instance.
You also have the right to complain to the Information Commissioner’s Office (ICO):
https://www.ico.org.uk