Privacy and Cookie Policy

Last updated: 15th December 2025

  1. Who we are

Body Reset Clinic Ltd (“we”, “us”, “our”) provides physiotherapy and related healthcare services.

For data protection purposes, we are the data controller of the personal information we collect and use about you.

  1. What this notice covers

This Privacy and Cookie Policy explains:

  • What personal information we collect about you
  • How and why we use it
  • The legal bases we rely on
  • Who we share it with
  • How long we keep it
  • Your rights in relation to your information
  • How we use cookies and similar technologies on our website

This notice applies to:

  • Patients and clients
  • People who contact us or make enquiries
  • Website visitors
  • People who receive our marketing communications
  1. The information we collect

The information we collect will depend on how you interact with us.

3.1 Patients and clients

When you book or receive treatment we may collect:

  • Identification and contact details such as name, date of birth, address, telephone number, email address, emergency contact
  • Health information such as medical history, presenting problem, assessment findings, diagnosis, treatment notes, imaging reports and letters from or to your GP, consultant or other healthcare professionals
  • Payment and billing information such as payment method, insurance details, authorisation numbers and invoices
  • Appointment history and correspondence with us

Because we provide healthcare services, much of this information is classed as special category data (health information).

3.2 Website visitors and online bookings

When you visit our website, submit a form or book online we may collect:

  • Information you enter into forms such as your name, contact details and preferred appointment time
  • Technical data from your device such as IP address, browser type, pages you visit and how you navigate the site
  • Cookie data and analytics information (see section 8 below)

3.3 People who contact us

If you contact us by phone, email, social media, website form or in person we will collect:

  • Your name and contact details
  • Information about your enquiry or feedback
  • Any other information you choose to provide

3.4 Marketing subscribers

If you sign up to receive news, updates or marketing from us, we will collect:

  • Your name and contact details
  • Your marketing preferences

You can change your preferences or unsubscribe at any time (see sections 9 and 11).

  1. How we use your information and legal bases

We must have a valid legal reason (a lawful basis) each time we use your personal data or health information. For special category data such as health information, we must also meet an additional condition.

We use your information for the purposes set out below.

4.1 To provide physiotherapy and healthcare services

  • Booking and managing appointments
  • Assessing your condition and providing treatment, advice and rehabilitation plans
  • Communicating with you about your care

Legal bases:

  • Performance of a contract or to take steps at your request before entering into a contract
  • Our legitimate interests in running a healthcare clinic and providing safe, effective care

Additional condition for health data:

  • Provision of health or social care or treatment under UK GDPR Article 9(2)(h)

4.2 To manage our business and keep proper records

  • Clinical record keeping and audit
  • Internal reporting and service improvement
  • Financial management and accounting

Legal bases:

  • Legal obligations for example clinical record keeping obligations and tax requirements
  • Our legitimate interests in managing and developing our services

4.3 To process payments and work with insurers

  • Taking payment for services
  • Processing claims with private medical insurers
  • Liaising with your insurer where needed

Legal bases:

  • Performance of a contract
  • Our legitimate interests in being paid for services provided

4.4 To communicate with other healthcare professionals

With your knowledge and, where appropriate, your consent, we may:

  • Share relevant information with your GP, consultant or other healthcare professional
  • Receive reports and letters from other healthcare providers

Legal bases:

  • Provision of health or social care or treatment
  • Our legitimate interests in coordinating your care

4.5 To send you marketing and clinic updates

If you choose to receive marketing communications we may:

  • Send you information about our services, classes, events or offers
  • Share clinic news and educational content

Legal basis:

  • Your consent

You can withdraw your consent at any time by using the unsubscribe link in our emails or by contacting us directly.

4.6 To keep our website secure and improve it

  • Monitoring site performance and usage
  • Protecting the website against misuse or attacks

Legal basis:

  • Our legitimate interests in running a secure and effective website
  1. Who we share your information with

We will never sell your personal information.

We may share your information with:

  • Other healthcare professionals involved in your care, such as your GP, consultant, surgeon or other therapists, where appropriate
  • Private medical insurers and case managers where they are funding your care
  • Our trusted service providers who process data on our behalf, such as:
    • Practice management and booking systems
    • Exercise prescription and telehealth platforms
    • Payment processors and banks
    • IT support, website hosting and email service providers
    • Secure document storage or shredding services

These organisations are required to keep your information secure and to use it only according to our instructions.

We may also share information where required by law, for example:

  • To protect you or someone else from serious harm
  • To comply with a court order or regulatory requirement

If we are involved in a business sale, merger or restructuring, your personal data may be transferred to a successor organisation as part of that process, subject to appropriate safeguards.

  1. International transfers

Some of our service providers may store or access personal data outside the United Kingdom, for example in the European Economic Area or the United States.

Where this happens, we will ensure that appropriate safeguards are in place, such as:

  • An adequacy decision by the UK government, or
  • Approved international data transfer agreements or standard contractual clauses

You can contact us if you would like more information about these safeguards.

  1. How long we keep your information

We keep personal data only for as long as necessary for the purposes outlined in this notice and to meet legal, regulatory and professional requirements.

For patient health records we follow relevant professional and legal guidance, which generally requires us to retain adult health records for a minimum period (often several years) after your last contact with the clinic. For children and young people, records may be kept for longer.

Other types of information are kept for shorter periods, for example:

  • Enquiries from non patients: usually up to 1 year
  • Marketing contact details: until you unsubscribe or we have not heard from you for a reasonable period
  • Financial records: typically 6 years for tax and accounting purposes

When information is no longer needed, we will delete it securely or anonymise it.

  1. Cookies and similar technologies

8.1 What are cookies

Cookies are small text files that are stored on your device when you visit a website. They help websites work properly and provide information to the site owner.

8.2 Types of cookies we use

We use the following types of cookies on our website:

  • Strictly necessary cookies
    These are essential for the site to function, for example to enable security features or remember information you enter on forms. You cannot turn these off using our cookie tools, although you can block them in your browser settings.
  • Performance and analytics cookies
    These help us understand how visitors use our site so we can improve it, for example which pages are visited most often and whether visitors experience errors. We may use tools such as Google Analytics or similar services.
  • Functionality cookies
    These allow the site to remember choices you make, such as language preferences or your location, to provide a more personalised experience.

If we use any advertising or social media cookies in future, we will update this notice and ask for your consent where required.

8.3 Managing cookies

When you first visit our website you will see a cookie banner or message that explains our use of cookies and allows you to accept or reject non essential cookies.

You can also control cookies through your browser settings. You can:

  • Block all cookies
  • Allow cookies from specific websites only
  • Delete cookies that have already been set

If you block or delete certain cookies, some parts of our website may not work correctly.

  1. Your rights

Under UK data protection law you have a number of rights in relation to your personal information. These include the right to:

  • Access a copy of your personal data
  • Ask us to correct inaccurate or incomplete information
  • Ask us to delete your information in certain circumstances
  • Ask us to restrict how we use your information in certain circumstances
  • Object to our use of your information where we rely on legitimate interests
  • Withdraw your consent where we rely on consent (for example for marketing)
  • Ask us to transfer your data to another provider where technically feasible (data portability)

These rights are not absolute and may be subject to legal exemptions, for example where information is needed for clinical record keeping or legal claims.

To exercise any of these rights, please contact us using the details in section 11.

  1. Keeping your information secure

We take appropriate technical and organisational measures to protect your personal data, including:

  • Limiting access to those who need it to perform their role
  • Using secure practice management and record systems
  • Protecting our IT systems with passwords and other security tools
  • Training staff and contractors on confidentiality and data protection

No system is completely secure, but we work hard to protect your information. If we become aware of a data breach that poses a risk to your rights and freedoms, we will notify you and any relevant regulator where we are legally required to do so.

  1. Contacting us and complaints

If you have any questions, concerns or requests about this Privacy and Cookie Policy or how we handle your data, please contact:

Body Reset Clinic Ltd
1 High Street
Hartley Wintney
Hampshire
RG27 8PE
United Kingdom

Email: info@bodyresetclinic.co.uk
Telephone: +44 (0)1252 843203

You also have the right to lodge a complaint with the UK data protection regulator, the Information Commissioner’s Office (ICO). Details of how to do this are available on the ICO website.

  1. Changes to this notice

We may update this notice from time to time. Any changes will be posted on this page and the “Last updated” date at the top will be revised. Please check back periodically to see any updates.