Last updated: October 2026
Amersham Sports Physio is committed to protecting and respecting your privacy. This policy outlines how personal information is collected, used, stored and protected when you visit amershamsportsphysio.com or use our clinical physiotherapy services, in full compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Data controller information
- Business name: Amersham Sports Physio
- Data controller: Helen Real-Slavicky
- Practice address: Above CrossFit Chiltern, Unit 2, Corinium Estate, Raans Road, Amersham, Buckinghamshire, HP6 6JQ
- Email: helen@amershamsportsphysio.com
- Telephone: 07418 080 597
- ICO registration number: C2070860
2. Information collected
We may collect and process the following categories of personal data:
- Contact and identification data: Name, date of birth, postal address, email address, telephone number, and next-of-kin or emergency contact details.
- Healthcare and special category data: Medical history, clinical examination notes, symptoms, diagnosis, treatment records, GP/consultant contact details, diagnostic imaging reports, and private medical insurance details (including policy and authorisation numbers).
- Website and technical data: IP address, browser type, operating system, pages visited, and interaction data collected through automated website cookies.
- Enquiry data: Any information submitted via website contact forms, booking enquiries, or direct email and telephone communications.
3. Lawful bases for processing
Under UK data protection law, personal data must be processed under a defined lawful basis:
- Contractual necessity (Article 6(1)(b)): Processing contact and administrative details necessary to manage bookings, coordinate appointments and deliver clinical physiotherapy services.
- Legitimate interests (Article 6(1)(f)): Managing practice administration, responding to general enquiries and maintaining practice operations.
- Legal and regulatory obligation (Article 6(1)(c)): Retaining financial records and clinical documentation to comply with statutory healthcare regulations and professional standards (Health and Care Professions Council (HCPC); Chartered Society of Physiotherapy (CSP)).
- Healthcare and medical treatment (Article 9(2)(h), special category data): Processing health data necessary for preventative or occupational medicine, medical diagnosis, and the provision of direct healthcare and rehabilitation treatment.
- Consent (Article 6(1)(a)): Where specific non-essential communications (such as informal progress follow-ups) or optional non-essential website cookies are used.
4. How information is used
Personal and health records are used solely for:
- Conducting musculoskeletal assessments, planning rehabilitation and delivering clinical treatment.
- Communicating appointment confirmations, logistical updates or clinical follow-ups.
- Liaising with other medical professionals (such as your GP, referring consultants or imaging specialists) when clinically indicated and agreed upon.
- Processing invoices and billing directly or through private medical insurance providers.
- Maintaining mandatory clinical records in accordance with UK health regulations.
Amersham Sports Physio does not sell, rent or trade personal data, nor do we send unsolicited marketing materials.
5. Data sharing and third parties
Information may be shared only under strict clinical or legal necessity with:
- Healthcare professionals: Your GP, orthopaedic surgeons, sports physicians or allied health clinicians directly involved in your care pathway.
- Private medical insurers: Relevant clinical coding and treatment details required for claim processing and reimbursement.
- Service providers: Practice management systems, secure cloud storage platforms, website hosting providers and website analytics providers (Google Analytics) operating under UK GDPR-compliant data processing agreements.
- Statutory authorities: Where required by law, court order, or to satisfy professional regulatory requirements.
6. Data retention
- Adult clinical records: Retained for a minimum of 8 years following the date of last treatment, in line with NHS, CSP and medical indemnity guidelines.
- Children and young people (under 18): Retained until the patient’s 25th birthday (or 26th birthday if aged 17 at the conclusion of care), or 8 years after the last treatment, whichever is longer.
- General website enquiries: Retained for up to 12 months if no clinical care or contract follows.
7. Cookies policy
What are cookies?
Cookies are small text files placed on your computer or mobile device when you access a website. They allow the site to recognise your device, remember preferences and ensure proper technical functionality.
Cookies used on amershamsportsphysio.com
| Cookie type | Purpose | Lawful basis |
|---|---|---|
| Strictly necessary | Essential for website navigation, security, page rendering and load balancing, and for remembering your cookie banner choice. | Strictly necessary (no consent required) |
| Functional | Remembers optional user settings (such as form inputs). | Consent |
| Performance / analytics | Google Analytics (provided by Google, via Google Tag Manager) collects aggregated usage data, such as pages visited and time on site, to help us understand visitor traffic and improve site usability. To do this it processes your IP address and device information. | Consent |
Managing cookies
When you first access the website, a cookie banner allows you to accept or decline non-essential cookies. You can also adjust, block or delete cookies at any time via your browser settings (for example Chrome, Safari, Firefox or Edge). Please note that disabling strictly necessary cookies may affect website functionality.
8. Your individual rights
Under the UK GDPR, you have the right to:
- Access: Request a copy of the personal and health data held about you (Subject Access Request).
- Rectification: Request correction of inaccurate or incomplete records.
- Erasure: Request deletion of personal information where no statutory or clinical retention obligation applies. (Note: clinical record-keeping laws override erasure requests for mandatory medical notes.)
- Restriction: Request restriction of processing in certain contested circumstances.
- Object: Object to processing based on legitimate interests.
- Data portability: Request electronic transfer of data provided directly by you.
To exercise any of these rights, contact helen@amershamsportsphysio.com. Requests will be dealt with free of charge within one calendar month.
9. How to complain
If you have concerns about how your data is handled, please get in touch directly so the matter can be addressed promptly.
You also have the right to lodge a formal complaint with the UK supervisory authority:
- Information Commissioner’s Office (ICO): ico.org.uk
- Helpline: 0303 123 1113
- Our ICO registration number: C2070860