Privacy Policy and Terms of Use for Refine Osteopathy and Wellbeing
Refine Osteopathy and Wellbeing ("we", "our", "us") is committed to protecting and respecting your privacy. This privacy policy outlines how we collect, use, and protect your personal information, in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable laws.
1. Who We Are
Refine Osteopathy and Wellbeing provides osteopathy and related therapeutic services. Our clinic is based at 76 Beattyville Gardens, Barkingside, Ilford, Essex, IG6 1JZ. For any queries regarding this policy, you can contact us at info@refineosteowellbeing.com or call 07562 962731.
2. What Personal Data We Collect
We collect and process the following categories of data:
2.1. For Patient Care
Name, date of birth, address, and contact details (email, phone number).
Emergency contact details.
Health information, including medical history, allergies, treatment notes, and diagnostic test results.
Gender and pronoun preferences.
Insurance policy details and payment information (e.g., bank transfers).
2.2. For Communication
Contact details for appointment reminders and follow-ups.
Correspondence through emails, phone calls, or social media interactions.
2.3. For Legal and Compliance Reasons
Records required for regulatory compliance, including health and safety documentation.
3. How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and improve our services.
To manage and maintain accurate health records.
To process payments and insurance claims.
To communicate with you regarding appointments, updates, or queries.
To comply with legal obligations and safeguarding requirements.
To enhance patient care through clinical assessments and management.
4. Legal Basis for Processing Data
We process your data under the following lawful bases:
Consent: Where you have provided clear consent.
Contract: To fulfill our obligations in providing services.
Legal Obligation: To meet regulatory requirements.
Legitimate Interest: To improve our services and respond to inquiries.
5. Data Retention
The Records Management Code of Practice for Health and Social Care (2016) specifies different time frames and retention strategies for different types of medical records. We retain personal data for as long as necessary to fulfill the purposes for which it was collected, including medical records. These are retained for a minimum of 8 years for adults and until the age of 25 for children. After these periods, data is securely deleted or anonymized.
6. Data Sharing
We do not sell or share your data with third parties for marketing purposes. We may share your data in the following circumstances:
With other healthcare providers involved in your treatment, with your explicit consent.
When required by law (e.g., safeguarding or court orders).
With trusted third-party processors for secure data management (e.g., cloud storage providers).
All third parties are required to comply with GDPR and maintain data confidentiality.
7. Your Data Protection Rights
Under the GDPR, you have the following rights:
Right to Access: Request a copy of your personal data.
Right to Rectification: Correct inaccurate or incomplete data.
Right to Erasure: Request deletion of your data (subject to legal obligations).
Right to Restrict Processing: Limit how your data is used.
Right to Data Portability: Receive your data in a portable format.
Right to Object: Opt out of certain data processing activities.
Right to Withdraw Consent: Revoke consent where it is the legal basis for processing.
To exercise these rights, please contact info@refineosteowellbeing.com. We will respond within one month.
8. Data Security
We are committed to ensuring that your data is secure. Measures include:
Physical security controls at our premises.
Secure electronic systems and encrypted data storage.
Regular data audits and staff training on data protection.
9. Cookies and Website Usage
Our website uses cookies to improve user experience, analyze web traffic, and personalize content. A cookie is a small text file placed on your device to collect standard internet log information and visitor behavior data.
9.1 Types of Cookies We Use
Essential Cookies: Required for the website to function correctly (e.g., maintaining session states).
Performance Cookies: Help us understand how visitors interact with the website by collecting and reporting information anonymously.
Functional Cookies: Enable additional functionality, such as remembering preferences and settings.
Targeting/Advertising Cookies: Track browsing habits to deliver personalized advertisements (used sparingly and only with consent).
9.2 How We Use Cookies
We use cookies to:
Ensure the website operates effectively.
Monitor website usage and improve content.
Provide a more personalized experience by remembering preferences.
Analyze traffic patterns to enhance user navigation.
9.3 Managing Cookies
You can manage or disable cookies through your browser settings. Disabling cookies may limit some functionalities of the website. For detailed instructions on how to manage cookies, visit www.aboutcookies.org or check your browser’s help documentation.
9.4 Third-Party Cookies
Some cookies may be set by external websites or services integrated into our website (e.g., embedded videos or social media features). These third parties have their own privacy and cookie policies, and we recommend reviewing them.
10. Terms of Website Use
10.1 Acceptance of Terms
By accessing and using our website, you agree to comply with these terms of use. If you do not agree, please refrain from using the website.
10.2 Intellectual Property Rights
All content on this website, including text, images, and design, is owned by Refine Osteopathy and Wellbeing unless otherwise stated. You may not reproduce, distribute, or use content without our explicit permission.
10.3 Prohibited Activities
You agree not to misuse our website, including introducing viruses, attempting unauthorized access, or engaging in any illegal activities.
10.4 Links to Third-Party Websites
Our website may include links to third-party websites. We are not responsible for the content, privacy policies, or practices of these websites. Please review their terms before use.
10.5 Disclaimer
The information on our website is provided for general purposes only and is not a substitute for professional advice. We make no guarantees about the accuracy or completeness of the content.
11. Changes to This Policy and Terms
We may update this policy and terms of use from time to time. The latest version will always be available on our website. Please review it periodically to stay informed.
If you any questions or comments about this Privacy Policy or the Data Protection Act 1998, and the General Data Protection Regulation (GDPR) (EU) 2016/679 please contact us at:
Refine Osteopathy and Wellbeing
76 Beattyville Gardens,
Barkingside,
Ilford,
Essex,
IG6 1JZ
12. Complaints
If you have concerns about how we process your data, please contact us directly. If unsatisfied, you have the right to file a complaint with the Information Commissioner’s Office (ICO):
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Phone: 0303 123 1113 Website: https://ico.org.uk
Refine Osteopathy and Wellbeing is dedicated to protecting your privacy and ensuring transparency in how we handle your personal information.