Effective from: September 22nd 2026
Kate Leeming Physiotherapy is committed to protecting your privacy and handling your personal information responsibly. This Privacy and Cookie Policy explains what information we collect, how we use it, who we may share it with, how we keep it secure, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By accessing our services or initiating contact, individuals acknowledge that their personal information will be processed in accordance with this policy.
This policy may be updated periodically to reflect changes in legislation, professional guidance, or business practices. The most recent version will be available on the website or upon request.
Who we are
Kate Leeming Physiotherapy is the data controller responsible for the personal information that you provide to us.
We are registered with the Information Commissioner's Office (ICO) and process personal information in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
For any questions regarding this Privacy and Cookie Policy or the handling of personal information, please use the following contact details:
Email: bookings@kateleemingphysio.co.uk
The King’s Centre, Park Road, Halifax, HX1 2TS
The information we collect
Personal information is collected directly from individuals and, where appropriate, from other healthcare professionals involved in their care, with the individual's consent.
Information may be collected during:
• Initial enquiries by telephone, email or through our website
• Initial assessments and follow-up appointments
• Online consultations
• Forms, questionnaires and correspondence
• Communication with other healthcare professionals, where appropriate
• Use of our website
The information we collect may include:
• Your name, address, email address and telephone number
• Date of birth
• Emergency contact details and next of kin, where appropriate
• Medical history and health information
• Assessment findings, treatment plans and clinical notes
• Information relating to your appointments
• Payment and invoicing information
• Any other information relevant to providing safe and effective physiotherapy treatment
As we provide healthcare services, some of the information we process is classified as special category data under the UK GDPR and is subject to additional legal protection.
Why we collect your information
We collect and use your information to:
• Provide physiotherapy assessment and treatment.
• Develop and monitor your treatment plan.
• Arrange appointments and communicate with you.
• Maintain accurate clinical records.
• Process payments and maintain financial records.
• Liaise with other healthcare professionals involved in your care where appropriate.
• Meet our legal, regulatory and professional obligations.
• Improve the quality and safety of our services.
With appropriate consent, individuals may occasionally be contacted regarding services or follow-up appointments relevant to ongoing care. Consent for these communications may be withdrawn at any time.
Our lawful basis for processing your information
We process your personal information using one or more of the following lawful bases under UK GDPR:
• Performance of a contract where processing is necessary to provide the services you have requested.
• Legal obligation requiring us to comply with professional, legal, or regulatory requirements.
• Legitimate interests where processing is necessary for the effective administration of our practice and does not override your rights and freedoms.
• Vital interests where processing is necessary to protect your or another person's life.
• Consent is required for certain communications or for sharing information with other professionals outside the standard provision of care.
As a healthcare provider, we also process special category health information under the additional conditions permitted by Article 9 of the UK GDPR.
Sharing your information
All personal information is treated as confidential.
We will only share your information where it is necessary and appropriate, including:
• With other healthcare professionals involved in your care, where appropriate consent has been obtained, or another lawful basis applies.
• With practitioners working within Kate Leeming Physiotherapy to ensure continuity of care.
• With trusted service providers who support our business, such as secure practice management systems, secure cloud storage, accountants and IT providers.
• Where we are required to do so by law, by professional regulators, by insurers, or by the courts.
Personal information will not be sold or shared with third parties for marketing purposes without explicit consent.
Online consultations
For remote appointments, secure online consultation platforms are used whenever possible.
Personal information discussed or shared during online consultations is treated with the same level of confidentiality as information shared during face-to-face appointments and is processed in accordance with this Privacy and Cookie Policy.
Website enquiries
If you contact us through our website, we will collect the information you choose to provide, such as your name, telephone number, email address and the details of your enquiry.
This information is used solely to respond to enquiries and to provide the requested information or services.
If an individual contacts the practice but does not become a patient, the enquiry will normally be retained for no longer than twelve months unless required for legal or administrative reasons.
Cookies
Our website uses only essential cookies that are necessary for the website to function correctly and securely.
Cookies are small text files that are placed on your device when you visit a website. Essential cookies help with basic functions such as page navigation and maintaining the website's security.
We do not currently use analytics, advertising or marketing cookies to track how visitors use our website.
Cookies may be managed or deleted at any time through the internet browser settings. Disabling essential cookies may affect website functionality.
If additional cookies, such as analytics cookies, are introduced in the future to improve the website, this Privacy and Cookie Policy will be updated and, where required, consent will be obtained before placing those cookies on devices.
Website hosting
Our website may be hosted by carefully selected third-party providers who process limited technical information on our behalf to maintain the website's security and availability.
These providers are required to process your information securely and in accordance with data protection legislation.
Payment information
We process payment information only for invoicing, accounting and tax purposes.
When payment is made by bank transfer, cheque, or cash, payment card information is not stored.
International transfers
Your personal information will normally be stored within the United Kingdom or the European Economic Area.
If it becomes necessary to transfer personal information outside these areas, appropriate safeguards will be implemented in accordance with UK GDPR.
Keeping your information secure.
Appropriate technical and organisational measures are implemented to protect personal information from loss, misuse, unauthorised access, disclosure, or alteration.
Your information may be stored securely in:
• Paper records are kept in secure locations.
• Password-protected computers and mobile devices.
• Secure email systems.
• Encrypted cloud-based storage.
• Secure practice management software.
Access to personal information is restricted to individuals who require it to carry out their professional duties.
How long do we keep your information?
Personal information is retained only for as long as necessary to fulfil the purposes for which it was collected and to meet legal and professional obligations.
In accordance with the Records Management Code of Practice for Health and Social Care 2021, adult clinical records are generally retained for a minimum of eight years after your treatment has ended, unless a longer retention period is required.
Financial records are retained in accordance with legal and tax requirements.
Children's information
When treatment is provided to children or young people, personal information relating to both the child and their parent or legal guardian may be collected and processed where appropriate.
Your rights
Under UK GDPR, you have the right to:
• Request access to the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request the erasure of your personal information where applicable.
• Request restriction of processing in certain circumstances.
• Object to processing where we rely on legitimate interests.
• Request the transfer of your personal information to another provider where applicable.
• Withdraw your consent at any time where processing is based on consent.
To exercise any of these rights, contact may be made using the following details:
Email: info@kateleemingphysiotherapy.co.uk
Responses to such requests will normally be provided within one month, where required under UK GDPR.
Complaints
Individuals with concerns regarding the handling of their personal information are encouraged to contact the practice in the first instance to seek resolution.
If concerns remain unresolved, individuals have the right to lodge a complaint with the Information Commissioner's Office.
Further information is available at www.ico.org.uk.
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