Ropergate Physio Clinic Privacy Policy
Ropergate Physio Clinic Ltd
Updated on: 23 October 2026
Ropergate Physio Clinic Ltd is committed to protecting the privacy and confidentiality of patients, website visitors and individuals who contact our clinic.
This Privacy Policy explains how we collect, use, store and share personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.
1. Who we are
Data controller: Ropergate Physio Clinic Ltd
Address: 34 Ropergate, Pontefract, WF8 1LY
Email: info@ropergatephysio.co.uk
For questions about personal information or data protection rights, please contact us using the details above.
2. Information we collect
Depending on how you interact with the Clinic, we may collect:
- Name, address, telephone number and email address.
- Date of birth and other relevant identifying information.
- Appointment, booking and payment records.
- Medical history, symptoms, diagnoses and clinical findings.
- Treatment notes, assessment findings and rehabilitation plans.
- Relevant information about medication, health conditions and previous treatment.
- Correspondence, complaints and feedback.
- Website usage information and cookie data, where applicable.
We only seek information that is relevant to providing our services, fulfilling legal obligations or operating the Clinic.
3. Why we use your information
We process personal information to:
- Arrange, confirm and manage appointments.
- Provide safe and appropriate clinical care.
- Maintain accurate clinical records.
- Communicate about treatment, appointments and rehabilitation.
- Process payments and maintain financial records.
- Respond to enquiries and complaints.
- Meet legal, regulatory and professional obligations.
- Maintain the security and operation of our website and systems.
- Send marketing communications where we have an appropriate lawful basis.
4. Lawful basis for processing
Under UK GDPR, we rely on appropriate lawful bases depending on the purpose of processing.
These may include:
Contract: To arrange and administer appointments and provide agreed services.
Legal obligation: To meet applicable accounting, record-keeping and other legal requirements.
Legitimate interests: To operate and improve the Clinic, respond to enquiries and protect our systems, where those interests are not overridden by individual rights.
Consent: Where consent is required, including for certain marketing activities or optional uses of personal information.
Health information: Medical information is special-category personal data. Where applicable, we process this information under Article 9(2)(h) UK GDPR for healthcare provision, supported by applicable professional confidentiality safeguards and UK law.
Clinical consent to treatment is separate from the lawful basis for processing medical records.
5. Clinical records and rehabilitation systems
We use Cliniko to manage appointments, clinical records and associated administration.
We use Wibbi to provide exercise programmes and rehabilitation information to patients.
Relevant patient information may be processed through these systems to support treatment and ongoing care.
We expect service providers processing personal information on our behalf to implement appropriate security and data protection safeguards.
6. Payment information
Payments may be processed using third-party payment providers, including SumUp and Stripe, where applicable.
Payment providers process transaction information according to their own privacy notices and their role in providing payment services.
The Clinic maintains appropriate records of transactions for accounting, administrative and legal purposes.
7. Sharing personal information
We do not sell patients’ personal information.
Where necessary and lawful, information may be shared with:
- Healthcare professionals involved in a patient’s care.
- Relevant NHS or other healthcare services for referrals and continuity of care.
- Providers supporting our clinical, administrative and payment systems.
- Professional advisers and insurers where necessary.
- Regulators, public authorities or other parties where disclosure is legally required or otherwise lawful.
We limit disclosures to information reasonably necessary for the relevant purpose and apply appropriate confidentiality safeguards.
8. Information security
We use appropriate organisational and technical measures to protect personal information against unauthorised access, accidental loss, misuse and disclosure.
Access to patient information is restricted to authorised individuals with an appropriate need to access it.
9. Retention of information
Clinical records are retained in accordance with applicable legal, professional, insurance and healthcare record-retention requirements.
Financial and administrative records are retained for the periods required by relevant law or legitimate business needs.
Information is securely deleted or anonymised when no longer required, unless continued retention is legally justified.
Specific retention periods are available on request.
10. Marketing communications
We may send information about services, clinic updates and promotions where permitted by applicable data protection and electronic marketing laws.
Where consent is required, we will obtain it before sending marketing communications.
Patients may opt out of marketing communications at any time.
Opting out of marketing does not prevent essential appointment or clinical communications.
11. Website cookies
Our website may use cookies and similar technologies for essential website functionality, security, analytics and other purposes.
Where legally required, we will obtain consent before placing non-essential cookies.
Further information about the cookies used and available choices will be provided through our website’s cookie information or consent mechanism.
12. International data transfers
Some service providers may process or store personal information outside the United Kingdom.
Where international transfers occur, we will ensure that an appropriate legal transfer mechanism or other applicable protection is in place.
13. Your data protection rights
Subject to applicable legal conditions and exemptions, individuals have rights including:
- Access to personal information held about them.
- Correction of inaccurate information.
- Erasure of information in certain circumstances.
- Restriction of processing in certain circumstances.
- Objection to certain types of processing.
- Data portability where applicable.
- Withdrawal of consent where consent is the lawful basis.
Requests can be submitted to info@ropergatephysio.co.uk.
Some rights may be limited where clinical records must be retained for lawful or professional reasons.
14. Complaints about data protection
If you have concerns about how we handle your information, please contact the Clinic in the first instance.
You also have the right to complain to the Information Commissioner’s Office (ICO).
Website: https://ico.org.uk
15. Changes to this policy
We may update this Privacy Policy to reflect changes in our services, systems or legal obligations.
The current version will be available on our website, with its effective date clearly displayed.
16. Contact
Ropergate Physio Clinic Ltd
34 Ropergate, Pontefract, WF8 1LY
Email: info@ropergatephysio.co.uk
