Privacy notice

Who holds your records

SPORTS CLINICAL is a practice of two independent practitioners. Each of us is responsible in law for the records of our own patients, so the practitioner who treats you is the person who holds your record and the person to ask about it. If you are not sure which of us that is, ask either.

We are both at Default Blue House, 16 Torgate Lane, Bassingham, Lincoln, LN5 9HF. There are no other staff. Nobody else handles your information.

What we collect

Only what we need in order to look after you properly:

• Your name, address, telephone number, email address and date of birth
• Your medical history and current health, including medication, and anything else affecting your care
• Notes we make at each appointment, and the assessments and plans that come out of them
• Photographs or video, where these are needed for a postural or movement assessment, and only with your agreement
• Letters and reports to or from your GP or another clinician, where relevant
• Records of appointments, cancellations and invoices
• What you tell us when you make an enquiry, so that we can answer it

Your health information is what the law calls special category data, and it carries extra protection. We treat it accordingly.

Why we use it, and the law we rely on

We use your information to assess you, treat you, plan your care, keep you safe, contact you about your appointments and invoice you for them.

The lawful bases are Article 6(1)(b) of the UK GDPR, because processing is necessary to perform our contract with you, and, for your health information, Article 9(2)(h), the provision of health care and treatment, together with Schedule 1, Part 1, paragraph 2 of the Data Protection Act 2018. That basis carries a duty of confidentiality, which we are bound by.

Keeping in touch, and marketing

We use your contact details to remind you about appointments, to send you exercises, plans or reports connected to your care, and to answer you when you get in touch. That is part of treating you, not marketing.

Anything beyond that, such as practice news, we send only if you have asked for it. Making an enquiry is not the same as opting in, and we do not treat it as though it were. If you have opted in, you can stop it at any time by telling either of us. We do not sell or broker your details, ever.

Where your records are kept

Your clinical record lives in our own clinic system, on our own devices, encrypted, here in the United Kingdom. It is not held in a third party cloud service, and no outside company stores or has access to it. Dean and Rebecca each hold their own patients’ records on their own device.

Two things sit outside that. Email to and from the practice is handled by our email provider, in the UK. This website is hosted by a static hosting provider and holds no patient records at all.

Who else sees it

Nobody, in the ordinary course of things. We will share your information outside the practice only where:

• You ask us to, or agree to it, for example a report for your GP, consultant or insurer
• The law requires it, or a court orders it
• There is a serious risk to your safety or someone else’s, in which case we may have to act without your agreement, and we would tell you if we could
• We need advice from our own insurer or legal adviser about a claim or complaint

How long we keep it

We keep your clinical record for eight years after your last appointment with us, which is the standard expected of practitioners in our field and the period our insurers and professional bodies work to. For anyone treated as a child, we keep the record until their twenty-fifth birthday. After that it is deleted.

Your rights

You can ask us to:

• Show you what we hold about you, and give you a copy
• Correct anything that is wrong or incomplete
• Delete it, though we cannot do this for a clinical record while we are still required to keep it
• Restrict what we do with it, or object to something we are doing
• Transfer it to another organisation
• Stop marketing, which we will always do, immediately and without asking why

There is no charge, and we will respond within one month. Because your record is health information, we will ask you to prove who you are first: one piece of photographic identification, such as a passport or driving licence, together with something showing your address dated within the last three months. We are not being obstructive. We are making sure your health record does not go to somebody else.

No decision about your care is ever made by an automated system. There is no profiling.

If something goes wrong

If you think we have mishandled your information, tell us first. You have a right to complain directly to us under section 164A of the Data Protection Act 2018, and we would far rather hear about it. Contact whichever of us holds your record, using the details above. We will acknowledge your complaint within thirty days, look into it properly, keep you posted and tell you the outcome and how we reached it.

If you are not satisfied, or you would rather go straight there, you can complain to the Information Commissioner’s Office at any time. That right is yours regardless of anything we say or do.

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Telephone 0303 123 1113. ico.org.uk

A complaint about your care rather than your information is a different thing, and there is a procedure for it in our Terms.

Cookies

This website is deliberately plain. We explain exactly what it does, and what choice you have, in our Cookie notice.

Changes to this notice

If we change how we handle your information, we will change this notice and update the date below. If the change is significant, and it affects patients we are still treating, we will tell you rather than leave you to find it.

Version 1.0 · Last updated 20 July 2026