Picture of a laptop

GDPR policy Kaye Physiotherapy


The collection and storage of personal information:


In accordance with the General Data Protection Regulation (GDPR) 2018, which regulates how personal information is collected, stored and shared, Kaye Physiotherapy is registered with the Information Commissioners Office (ICO); we are responsible for the handling and processing of all data/information related to the business Kaye Physiotherapy. Any person accessing Kaye Physiotherapy services (referred to as the patient below) is requested to read and consent to this GDPR policy. 


Please feel free to contact us with any questions you may have.     


Personal information we collect:

  • Name and date of birth – how you would like to be known and how old you are.

  • Address – where you are currently living.

  • Telephone number – permission to call and leave messages.

  • E-mail address – permission to email.

  • Online address – permission to call and leave messages should you wish to meet via video.

  • Medical, background and assessment information.

  • GP details and an emergency contact – in the event of a medical emergency.

  • Employment.

  • Information regarding the condition you are coming to us with.

  • Activities/hobbies.

  • Any findings of a physical examination undertaken will always be recorded each time you attend a session


How we store and utilise personal information in the business:

  1. Electronic:

Mobile phone: 


Our mobile phone is used solely by the physiotherapists and is password protected. 


Laptop/ computer:

Laptop/computer is used solely by the physiotherapists at Kaye Physiotherapy and is password protected.

    2.Paper documents:

  • Registration details, patient treatment record notes

  • Working agreement and GDPR agreement


All paperwork is stored in a lockable cabinet that is only accessible to the physiotherapist working at Kaye Physiotherapy.



How we use this information/ sharing personal information:

We require this information to allow us to develop a better understanding of your needs thus providing you with a more effective service .


Primarily for the following reasons:


  1. To form notes which is a legal record of any treatment or advice we provide.

  2.  For accounts purposes.

  3. To contact you regarding your ongoing treatment, this may include sending exercises by e-mail

  4. To contact you regarding new information or treatments that may be of benefit to you.

  5. To allow correspondence with other medical professionals who may be involved in your care; this may include GP’s, Consultants, Occupational Health Departments, insurance providers, medical intermediaries or referring parties involved in patient care.

  6. We may send you promotional emails regarding new services, special offers or seasonal greetings.

  7. For quality feedback and audit purposes.

  8. Emergencies - We would seek patients consent before sharing any information, however, if there was a serious risk to a person’s life/health, We may share some information with emergency/medical services, without client consent being given.  Health care professionals are legally bound to share certain information with an authority, for example, terrorist activity, money laundering, drug trafficking and when information is requested by a court of law.                                       


We will not disclose any of your information for commercial purpose.
We take the necessary steps to ensure that our records are kept up to date and rectified if necessary. It is your responsibility to keep us updated if there are any changes to your personal information, so that our records are accurate.                                          


How Long we hold personal data for?

It is our professional and legal obligation to keep your personal data for 8 years after your last attendance. Records relating to a child or young person must be kept until there 25th birthday or 8 years after death. Notes will be destroyed after this period.

If you return within the 8 year period, your previous record will be attached to the new record. This aids us to understand any relevant past medical and treatment history.


Your rights   


You have the right to:

  • Be informed about how and why your information is held (this document).

  • Request to see any information held about you (please allow 30 days).

  • Withdraw consent to any information being used/held (although this may mean it is no longer possible to access the services).

  • Request personal details to be changed, corrected, completed or erased (original case sheets and session notes need to be retained for legal reasons).


Changes to our privacy policy

All changes will be notified on our website.

Any questions or complaints regarding this privacy notice should be addressed to:

Andrew Kaye

Kaye Physiotherapy

225 Bury New Road


M45 8GW