Last Updated: August 2026

At Wildmeadows Physiotherapy, we are committed to protecting your privacy and handling your personal and health information with care, transparency, and respect. This Privacy Policy explains how we collect, use, store, and protect your data when you visit our website, submit an enquiry, or receive physiotherapy treatment.

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1. Information We Collect

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A. Website Visitors & Enquiries

When you browse our website or contact us via our online form, email, or phone, we may collect:

• Contact Information: Name, email address, phone number.

• Enquiry Details: Message content regarding your enquiry or request for an appointment.

• Technical & Usage Data: Standard web analytics (such as IP address, browser type, and pages visited) collected via essential cookies to ensure site functionality.

B. Patients & Clinical Care (Special Category Health Data)

When you undergo physiotherapy assessment and treatment, we collect special category health data, including:

• Personal & Identification Data: Date of birth, residential address, emergency contact details.

• Clinical & Medical Information: Medical history, present complaints, symptoms, lifestyle details, GP or referring consultant details, and relevant diagnostic reports/imaging.

• Treatment Records: Physical assessment findings, clinical notes, treatment plans, and outcome measures.

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2. How We Use Your Information & Legal Basis

We process your data strictly in accordance with data protection laws (including the UK GDPR and Data Protection Act 2018).

• To Respond to Enquiries & Bookings: We process website enquiries and contact forms based on our legitimate interest in running our physiotherapy business and responding to potential clients.

• To Provide Physiotherapy Services: We process your health data based on the provision of health or social care treatment and professional standards set by the Health and Care Professions Council (HCPC) and the Chartered Society of Physiotherapy (CSP).

• To Comply with Legal & Professional Obligations: We maintain medical records to satisfy statutory requirements and professional regulatory standards.

• To Process Payments: We do not collect, process, or store your financial or payment card data on our own systems. All payments and bookings are securely processed through Wix Payments, which is fully compliant with the Payment Card Industry Data Security Standard (PCI-DSS). Your financial details are handled directly by the secure payment gateway.

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3. How We Share Your Information

We do not sell, rent, or trade your personal information. We only share details when necessary and under strict confidentiality standards:

• Healthcare Professionals: With your explicit consent, we may communicate with your GP, consultant, or other treating healthcare providers regarding your care.

• Third-Party Service Providers: We use secure, GDPR-compliant software providers for practice management, online booking, secure email hosting, and payment processing.​

• Legal Requirements: We may disclose information if required to do so by law or court order.
   

4. How Long We Keep Your Data

• Enquiries: Contact form submissions and general enquiries that do not lead to clinical care are retained for up to 12 months before being securely deleted.

• Clinical Records: Adult clinical notes are retained for a minimum of 8 years following your last treatment. For children or young people, records are retained for 8 years after their 18th birthday (until age 26), in line with statutory medical record requirements.

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5. Security of Your Data

We implement strict administrative, technical, and physical safeguards to prevent unauthorised access, loss, or disclosure of your data. Clinical records are stored in an encrypted, password-protected practice management system.

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For online payments, we use Wix Payments:
They are PCI compliant - https://support.wix.com/en/article/wix-payments-and-pci-compliance

Read more about Wix Payments Privacy policy here - https://www.wix.com/about/terms-of-payments

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6. Your Data Rights

Under data protection law, you have rights regarding your personal information, including the right to:

• Access: Request a copy of the personal and medical data we hold about you (Subject Access Request).

• Rectification: Ask us to correct inaccurate or incomplete information.

• Erasure: Request deletion of your personal data where there is no legal or statutory requirement for us to keep it (Note: Statutory clinical record retention rules override standard requests for deletion of health data).

• Restrict Processing: Ask us to pause processing your data in certain circumstances.

To exercise any of these rights, please contact us at info@wildmeadowsphysio.co.uk

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Data Controller: Wildmeadows Physiotherapy

Contact Email: info@wildmeadowsphysio.co.uk

Phone Number: 07762 299839

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7. Complaints

If you have concerns about how we handle your data, please contact us first so we can resolve the issue. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

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If you have any questions or concerns about this Privacy Policy or how your data is handled, please contact:

Name: Michelle Phillips (Wildmeadows Physiotherapy)

Phone: 07762 299839

Location: Inside PMA, Unit 10, Taber Place, Crittall Road, Witham, CM8 3YP