Privacy Notice
Last updated: 1/7/2026
At Boudica Physio, we are committed to protecting your privacy and handling your personal information with care, transparency and respect.
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This Privacy Notice explains what personal information we collect, why we collect it, how we use it, how we keep it secure, and your rights under UK data protection legislation.
Boudica Physio
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PhysioResolutions
Suite 1B
Keswick Hall
Norwich
NR4 6TJ
Email: info@boudicaphysio.co.uk
Website: www.boudicaphysio.co.uk
Telephone: 07877256784
Boudica Physio is the Data Controller for the personal information we collect about you.
If you have any questions about this Privacy Notice or how your personal information is handled, please contact our Data Protection Lead using the details at the end of this notice.
Depending on the services you receive, we may collect the following information:
Personal Information
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- Name
- Date of birth
- Postal address
- Telephone number
- Email address
- Occupation
- GP details
- Emergency contact details
Health Information
To provide safe and effective physiotherapy care, we may collect:
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- Medical history
- Current symptoms
- Previous injuries or surgery
- Medication
- Allergies
- Examination findings
- Clinical diagnosis
- Treatment provided
- Exercise programmes
- Progress notes
- Referral letters and clinical reports
Health information is classed as special category personal data and is protected under the UK General Data Protection Regulation (UK GDPR).
How We Collect Your Information
We collect information when you:
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- Book an appointment.
- Complete online forms or questionnaires.
- Attend appointments.
- Contact us by telephone or email.
- Are referred by another healthcare professional.
- Visit our website.
- Provide information during your treatment
Why We Collect Your Information
We process your personal information in order to:
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- Provide safe and effective physiotherapy assessment and treatment.
- Maintain accurate clinical records.
- Communicate with you about appointments.
- Provide exercise programmes and rehabilitation advice.
- Write clinical reports and referral letters.
- Liaise with other healthcare professionals involved in your care (with your consent where appropriate).
- Process payments and administer the clinic.
- Meet our professional, legal and regulatory obligations.
Our Lawful Basis for Processing
Under the UK GDPR, we process your information because:
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- It is necessary to fulfil our contract with you for the provision of physiotherapy services.
- It is necessary for the provision of healthcare.
- It is necessary to comply with legal obligations.
- It is necessary for our legitimate interests in operating and improving our physiotherapy practice.
Special category health information is processed under Article 9(2)(h) UK GDPR for the purposes of providing healthcare.
Boudica Physio uses Cliniko, a secure cloud-based practice management system, to manage appointments and securely store clinical records.
We also use Heidi Health to assist with creating clinical documentation during consultations. Any notes generated are reviewed, edited where necessary and approved by your physiotherapist before being added to your clinical record.
Access to your records is restricted to authorised members of the Boudica Physio team who require access to provide your care or administer the clinic.
Appropriate technical and organisational measures are in place to protect your information from unauthorised access, loss or misuse.
Third-Party Service Providers
To help us deliver safe and efficient care, Boudica Physio works with carefully selected service providers
who process information on our behalf.
These may include:
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- Cliniko – appointment booking, practice management and clinical records.
- Heidi Health – AI-assisted clinical documentation.
- Stripe (or our secure payment provider) – payment processing.
- Microsoft 365 / Google Workspace – secure business email and document management (where applicable).
These providers are required to maintain appropriate security and confidentiality standards.
Sharing Your Information
We treat your information confidentially and will never sell your personal data.
Your information may be shared:
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- With your GP.
- With consultants or other healthcare professionals involved in your care.
- With your private medical insurer (where applicable).
- Where required by law.
- Where necessary to protect your safety or the safety of others.
Where appropriate, we will obtain your consent before sharing information with another healthcare professional.
Email Communication
By providing your email address, you consent to Boudica Physio contacting you regarding:
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- Appointment confirmations and reminders.
- Exercise programmes.
- Invoices and receipts.
- Clinical correspondence.
- Reports where appropriate.
Whilst we take reasonable steps to protect your information, email cannot be guaranteed to be completely secure. If you would prefer not to receive clinical information by email, please let us know.
Where appropriate, sensitive reports may be sent as password-protected PDF documents or via another secure method.
How Long We Keep Your Records
Clinical records are retained in accordance with current legal and professional requirements.
Once records are no longer required, they are securely deleted or confidentially destroyed.
Your Rights
Under the UK GDPR, you have the right to:
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- Request access to your personal information.
- Request correction of inaccurate information.
- Request restriction of processing where appropriate.
- Request erasure where applicable.
- Object to certain types of processing.
- Withdraw consent where consent is the lawful basis for processing.
- Lodge a complaint with the Information Commissioner’s Office (ICO).
Please note that healthcare professionals are legally required to retain certain clinical records, so some rights may be limited.
Website Cookies
Our website may use cookies to improve your browsing experience, understand how our website is used and enhance your experience.
For further information, please refer to our Cookie Policy.
Changes to this Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in legislation, professional guidance or our services.
The most up-to-date version will always be available on our website.
If you have any questions about this Privacy Notice or how your personal information is handled, please contact:
Rosie Moore
Clinic Director & Data Protection Lead
Boudica Physio
PhysioResolutions
Suite 1B
Keswick Hall
Norwich
NR4 6TJ
Email: info@boudicaphysio.co.uk
Telephone: 07877256784
Website: www.boudicaphysio.co.uk
Information Commissioner’s Office
If you are unhappy with how we have handled your personal information, you have the right to contact the Information Commissioner’s Office (ICO). Information Commissioner’s Office
Website: www.ico.org.uk
Telephone: 0303 123 1113
We would always appreciate the opportunity to resolve any concerns directly before you contact the ICO.