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Privacy Policy

Our privacy policy has been reviewed and set out to underline the new rights for individuals within new data protection laws. The General Data Protection Regulation (GDPR) comes into enforcement on 25th May 2018. This change has occurred to help protect and unify the way that an individual’s data is managed through the European Union (EU).


Our privacy policy is to let you know how we promise to look after your personal data and information. Cotswold Physiotherapy Ltd treats your privacy seriously.


Cotswold Physiotherapy Ltd is the Data Controller.


Why we process your personal data:

The data that we gather from you that is kept on the Witney Health Professionals website is necessary for us to be able to make appointments for you, to contact you regarding appointment times and dates or to discuss your current physiotherapy management and to give pilates class details if you have registered an interest in classes. There is a privacy policy on the website for your information on how this data is processed. It is in our legitimate interest to process this data.


The data that we gather from you from your assessment appointment and subsequent appointments is necessary in order to establish the nature of the symptoms that you present with and to formulate from this information the most effective physiotherapy management. It is a record of your ongoing physiotherapy treatment, correspondence related to your management and the outcomes of your treatment. It is our legal obligation to process this data.


We may also collect details of next of kin but they would only be contacted in the case of vital interest (if you were taken seriously ill whilst in clinic).

We may use cookies where appropriate to gather information about your computer in order to assist us in improving our website.  

You can adjust the settings on your computer to decline any cookies if you wish. This can be done within the 'settings' section of your computer. For more information please read the advice at


If you sign up for our blog, which is administered through, we will store some of your information, including your email address, IP address and certain information about the links you click on within the emails we send you.


The type of data we may collect is listed below:


Name and contact 

Name, address, telephone number, e-mail.


Demographic data

Date of birth, gender, marital status, next of kin and contact.


Special category data 

Symptoms (onset, nature), previous treatment and investigations, past medical history, nature of work and hobbies, family medical history, insurance company details, method of payment for treatment or pilates classes. Name and contact of GP/referring consultant. Related correspondence from associated health professionals.


Who we share your information with:

We may share your information, when relevant, with referring GPs and specialists or when referring on to other specialists for further medical assessment/investigation. This will only be done with your informed signed consent.


Requests for reports on your physiotherapy treatment from third parties will be supplied only when appropriate and only with your informed signed consent.


Part of our contract with some medical insurers includes the sharing of your data with them on their request. Our invoicing process with insurers includes information about the dates and number of treatments that you have had and for what condition.


Other physiotherapists at Witney Health Professionals may have access to your data in the event that they give you physiotherapy treatment.


How long we keep your personal information:

We keep your data securely for eight years after you have completed your treatment. For clients under eighteen it is securely held for eight years or until they are twenty five. This complies with our legal obligations.


How to get a copy of your data:

You can apply in writing to Clare Lewey at: Cotswold Physiotherapy Ltd, Witney Health Professionals, 1 Bridge St Mills, Witney, Oxfordshire, OX28 1FX.


We shall endeavour to supply a copy of your data within one month.


What to do if your information is incorrect:

You can amend the information that we hold at any time, but we may ask for proof of identity to ensure that we are communicating with you. If you request details of your data that we hold and you wish for your data to be changed at the same time, you will receive both the old and the new information in our response.


What to do if you wish us to stop using your personal information:

You have the right under GDPR to ask us to delete, remove or to stop using your data as long as there is no legal reason for us to keep it. There may be a legitimate reason or legal obligation as to why we cannot remove or delete some of your personal information. If this arises, it will be fully explained within our communications with you.

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