Prince Physiotherapy & Performance is committed to protecting your privacy. This policy explains what personal information we collect, why we collect it, how we use it, and the rights you have over it.
It covers both the information you give us as a patient or client, and the information collected when you use this website.
Who we are
Prince Physiotherapy & Performance is a private practice operated by Ben Prince, a physiotherapist registered with the Health and Care Professions Council HCPC no.PH158167 and a member of the Chartered Society of Physiotherapy.
For the purposes of UK data protection law, Ben Prince is the data controller for your information.
Contact for any data protection question: Email: info@princephysio.co.uk Post: Prince Physiotherapy & Performance, Fortnocks Gym, 8 stallings ln, Kingswinford, DY6 7HU
Information we collect
If you become a patient or client
Contact details — name, date of birth, address, phone number, email address and emergency contact
Health information — medical history, current symptoms, medications, assessment findings, treatment notes, test results, exercise programmes and outcome measures
Photographs and video — where relevant to assessment, and only with your specific consent
Appointment and payment records — bookings, attendance, invoices and payment history. We do not store your card details; these are held securely by our payment processor
Correspondence — emails, text messages, and letters to or from your GP or other clinicians
If you use this website
Contact form submissions — the name, email address, phone number and message you send us
Technical information — IP address, browser type, device type, pages visited and time spent, collected through cookies and analytics
Cookies — see the cookies section below
You can browse this website without providing any personal information. You are never required to accept non-essential cookies.
Why we use your information, and our lawful basis
Under UK GDPR we must have a lawful basis for using your information.
What we use it forLawful basisProviding physiotherapy assessment and treatmentArticle 6(1)(b) contract; Article 9(2)(h) provision of health care by a health professional bound by professional secrecyKeeping clinical records as required by professional standardsArticle 6(1)(c) legal obligation; Article 9(2)(h)Booking appointments, reminders and administrationArticle 6(1)(b) contractTaking payment, invoicing and keeping tax recordsArticle 6(1)(b) contract; Article 6(1)(c) legal obligationResponding to your enquiry through the contact formArticle 6(1)(f) legitimate interests — responding to someone who has contacted usUnderstanding how the website is used, to improve itArticle 6(1)(a) consent, given through the cookie bannerSending marketing emails or newslettersArticle 6(1)(a) consent — you may withdraw at any timeResponding to a complaint or defending a legal claimArticle 6(1)(f) legitimate interests; Article 9(2)(f) legal claims
We do not use your information for automated decision-making or profiling, and we never sell it.
Who we share it with
Your information is confidential. Other than in the exceptional circumstances below, we share it only where necessary and with your consent:
Your GP, consultant or another healthcare professional, where onward referral or shared care is clinically appropriate
Your coach, employer or insurer, only where you have specifically asked us to and agreed what will be shared. Employers commissioning workplace services receive anonymised usage information only, never clinical detail, unless you separately consent
We may share information without your consent only where we are required to by law, or where there is a serious risk of harm to you or another person, including safeguarding concerns. We will tell you if this happens unless doing so would create further risk.
Our service providers
These companies process data on our behalf, under contract:
ProviderWhat forClinikoPractice management, bookings and clinical recordsStripeCard payment processingGoCardlessDirect Debit for coaching membershipsGoogle WorkspaceBusiness emailSquarespaceWebsite hosting and contact formGoogle AnalyticsWebsite usage statistics
Some of these providers may store or process data outside the UK. Where they do, appropriate safeguards required by UK data protection law are in place.
Cookies
Cookies are small text files stored on your device when you visit a website.
Essential cookies are necessary for the site to function — remembering your cookie preferences and keeping the site secure. These cannot be switched off.
Analytics cookies help us understand how visitors use the site — which pages are viewed, how long people stay, and where visitors come from. This information is aggregated and does not identify you personally. These are only set if you consent.
You can accept or reject non-essential cookies using the banner when you first visit, change your mind at any time through your browser settings, and delete cookies already stored. Blocking cookies will not stop you using the site.
How long we keep it
InformationRetained forAdult clinical records8 years after your last appointmentRecords for patients under 18Until the patient's 25th birthday (26th if treated at 17)Financial and payment records6 years, as required by HMRCEnquiries that don't become appointments12 monthsComplaint records6 yearsWebsite analytics data14 months
At the end of the retention period, information is securely deleted or destroyed.
How we keep it safe
Clinical records are held in an encrypted, password-protected practice management system with two-factor authentication enabled. Devices used to access records are encrypted and passcode-protected. Any paper records are kept in locked storage and transferred to the electronic record. Access is limited to those who need it to provide your care.
Your rights
You have the right to:
Be informed about how your information is used — this policy
Access your records — request a copy, free of charge, normally within one month
Rectification — have inaccurate information corrected. Clinical opinion recorded at the time cannot be deleted, but your disagreement can be recorded alongside it
Erasure — request deletion, though we may be unable to comply where we have a legal or professional obligation to retain clinical records
Restrict or object to processing in certain circumstances
Data portability — receive your data in a portable electronic format
Withdraw consent at any time where consent is our lawful basis, such as marketing emails or analytics cookies
To exercise any of these rights, contact [email]. We may need to verify your identity first.
Marketing
We will only send you marketing emails if you have opted in. Every email includes an unsubscribe link, and you can opt out at any time by clicking it or emailing us. Opting out of marketing will not affect appointment confirmations, reminders or anything else necessary for your care.
Children
We do not knowingly collect information from anyone under 18 through this website. Patients under 18 are treated only with the consent of a parent or legal guardian, who provides their information on their behalf.
Links to other websites
This website may link to other sites. We are not responsible for their privacy practices, and we'd encourage you to read their policies before providing them with any personal information.
Complaints
If you are unhappy with how your information has been handled, please raise it with us first at info@princephysio.co.uk — we'd rather put it right.
You also have the right to complain to the Information Commissioner's Office:
ICO · ico.org.uk · 0303 123 1113 Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Changes to this policy
We review this policy annually and will update it if our practices change. The current version is always available on this page, and the date it was last updated is shown at the top.