Privacy Notice

Ravensford Physiotherapy Privacy Notice  

Ravensford Physiotherapy (Ravensford), respects the privacy rights of individuals with regards to their personal data, and is committed to being transparent about what we do with it.  Please read this Ravensford Physiotherapy Privacy Notice. We will only collect your personal information in accordance with all applicable data protection laws, and  will not do anything with your information that you wouldn’t reasonably expect.  If you have any questions or issues please contact our  Data Protection Officer using the contact details below.

Before we can obtain and use any of your personal data, we must make you aware of the following.

How will my personal data be protected?

We have a duty to protect your personal data which we take very seriously.  All physiotherapy notes will be stored in a locked filing cabinet.  Any information stored on a computer is password protected. Written permission will be asked for any photographic data which will then be deleted from the phone camera and computer after printing.  All letters and reports typed on the computer will either be deleted straight after printing, or anonymised if they are required at a later date.  Your verbal permission will be asked before your data is shared with a third party e.g. to write a letter about you to another health professional, and you will be given a copy of this letter if required.  Your phone number will not be stored on a mobile phone, and any recording of it will not link directly to your name (initials/postcode only will be used).

How we will use your personal data

We collect personal data in order to provide a physiotherapy service for service users.  We also collect personal data in order to fulfil legal and regulatory obligations – all physiotherapy records are kept in line with data protection requirements. We also use personal data to operate effectively and to improve our services e.g. review of complaints.

These data may come from a number of sources. For example, personal data may be obtained as follows;

  • in connection with general enquiries through our website contact form or if you contact us directly by email or by telephone
  • physiotherapy sessions when written notes are recorded
  • data necessary to process payment by cheque or BACS
  • through public sources of healthcare professional data and product information data
  • contact with other healthcare professionals, and with other service providers and  such as social services, stroke groups, leisure centres etc
  • through public sources of business, contact data for legitimate business purposes
  • through interactions with employees, for payment, and Human Resources (HR)  related activities.

We may also receive data about you by tracking how you interact with our services, for example, using technologies such as cookies.  The type of personal data we collect depends on the activity interactions you have with us or the service that you use.

Use of “Rehab my Patient” internet based exercise service

With your written consent, your name, date of birth and email address will be shared with this internet based exercise graphics provider. This information will only be used for you to access your personalised exercise programme via email.  Please follow this link to their privacy policy if you would like further information about this.

Cookies and similar technologies

We may use cookies (small text files placed on your device) and similar technologies, directly or through third parties, to provide our services and help collect data.  In general, cookies are used to retain user preferences, store information for things like shopping baskets, and provide anonymised tracking data to third party applications like Google Analytics to evaluate visitors’ use of the domain, compile statistical reports on website activity, and provide other services related to the site and internet use activity.

However, you may prefer to disable cookies in your browser. We suggest consulting the help section of your browser or visiting deletecookies, please look at your particular browser for options. For more information about Google Analytics, or to opt out of Google Analytics, please go to

What we will not do with your Personal data

We are not permitted to use your personal data for any purpose which does not fit in with the reason why we obtained it in the first place.  We will not pass your information to third parties, and we will never disclose your personal data to anyone for sales or marketing purposes.

How long will you retain my personal data?

Physiotherapy notes have to be kept for eight years from the date of discharge from treatment, after which time they will be destroyed securely.  Other data will be retained while we are providing you with services relating to our objectives as an organisation, or until Ravensford Physiotherapy ceases as an organisation.

What are my rights?

You have rights concerning personal data such as the right to have access to it, if you would like to access your data, please contact the Data Protection Officer.   You can also choose not to share your personal data, or to withdraw your consent to the use of your data.

You have a right to know and enquire about what personal data we have collected about you and the right to request correction or deletion of this personal data.  If you would like to make a request regarding personal data that we hold on you please contact our Data Protection Officer by writing to Ravensford Physiotherapy, 19 Tanfield Park, Wickham PO17 5NP, or email  You may also ask us to make any necessary changes to that information to make sure that it is accurate and up to date.


If you have a complaint, please contact our Data Protection Officer in the first instance, so that they can do their very best to sort out the problem. You can also contact the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Notification Procedures

In the event your personal data is accessed, lost, or stolen by an unauthorized third party, we will exercise commercially reasonable efforts to notify you to the extent required by law and disclose to you the personal data that was accessed/disclosed using the contact information provided to us or by other reasonable means.

How to contact the Data Controller?

The Data Controller can be contacted by writing to Ravensford Physiotherapy, 19 Tanfield Park, Wickham PO17 5NP, or email

Updates to our Privacy Notice

We may update this Privacy Notice from time to time. Please check this Privacy Notice periodically for changes. If we make any changes, the updated Privacy Notice will be posted on our websites, with a revised effective date, and, where appropriate, notified to you by email.

Your continued use of our services following the posting of changes to the Ravensford Physiotherapy Privacy Notice will mean you accept those changes.

Ravensford Physiotherapy is registered with the Information Commissioners Office

Registration Number ZA360108

Effective Date June 2018


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