Privacy Notice

This Privacy Notice applies between you and Advanced Physiotherapy Centres Limited (“APC Ltd”) trading as Wellness in Motion Physio Therapy. APC Ltd is committed to protecting your personal information.

“Personal information” means any information that may be used to identify you, including information relating to your health. We collect and process your personal information because we have legal, professional and contractual obligations and in order to provide safe and effective healthcare services.

Who We Are

Advanced Physiotherapy Centres Limited is the data controller responsible for your personal information.

Company Details

• Registered Company Name: Advanced Physiotherapy Centres Limited
• Company Registration Number: NI055985
• Registered Office: MCTS, 1 Lanyon Quay, Belfast BT1 3LG
• Telephone: 02078840033
• Email: info@wellnessinmotion.org.uk
• Website: wellnessinmotion.org.uk

If you have any questions about this Privacy Notice or how your information is used, please contact us using the details above.

What Information Do We Collect?

We will ask for information regarding:

• Your health and medical history
• Medication you are taking
• The problem for which you are consulting us
• Your occupation
• Sports, hobbies and lifestyle activities
• Contact details including telephone number, address and email address
• GP and healthcare provider information where relevant

We will record details of physical examinations which may include video gait analysis, movement analysis and photography where clinically appropriate. We will also record details of treatment provided, rehabilitation programmes, advice given and clinical outcomes.

How We Process This Information

Information provided by you may be scanned and uploaded into our secure electronic practice management systems. Any paper forms may subsequently be confidentially destroyed.

We use electronic records and clinical management systems provided by trusted third-party service providers, including:

• TM3
• Splose
• Doctify
• VALD
• PhysioFunnels
• Wibbi
• Microsoft 365 and associated business systems

These providers process information on our behalf under appropriate contractual and security arrangements.

Why We Use This Information

We use your personal information to:

• Provide a legal record of treatment and advice
• Ensure continuity of care
• Assess, diagnose and treat your condition
• Contact you regarding appointments and ongoing treatment
• Send exercise programmes and rehabilitation advice
• Communicate with other healthcare professionals involved in your care where appropriate
• Process payments and manage accounts
• Meet clinical audit, regulatory and professional registration requirements
• Respond to complaints or legal claims where necessary
• Improve the quality and safety of our services

We may also contact you regarding clinically relevant healthcare information, follow-up care, patient satisfaction surveys or service developments which may benefit your ongoing healthcare.

We will never sell your personal information or share it for commercial gain.

Lawful Basis for Processing

We process personal data because:

• It is necessary to provide healthcare services requested by you.
• It is necessary to comply with our legal and professional obligations.
• It is necessary for our legitimate interests in operating and improving healthcare services.

Health information is treated as special category personal data and is processed only where permitted by applicable data protection legislation.

Who We Share Information With

Where necessary and lawful, we may share information with:

• Your GP
• Consultants and other healthcare professionals involved in your care
• Diagnostic and imaging providers
• Health insurers
• Solicitors acting on your behalf
• Employers or occupational health providers where you have authorised disclosure
• Professional regulators, auditors and insurers
• Approved data processors supporting our clinical and business systems

We will only disclose the minimum information necessary for the relevant purpose.

International Transfers

Some of our service providers may process information outside the United Kingdom.

Where this occurs, we ensure appropriate safeguards are in place to protect your personal information in accordance with UK data protection legislation.

How Long Do We Keep Personal Information?

We retain patient records only for as long as necessary to meet legal, regulatory, professional and clinical obligations.

As a minimum:

• Adult patient records are normally retained for at least eight years following the last episode of treatment.
• Children’s records are normally retained until the patient’s twenty-fifth birthday.

In certain circumstances records may be retained for longer where required for legal proceedings, complaints handling, insurance matters or other regulatory purposes.

Where records have been migrated between clinical systems, information may be retained within both current and legacy systems to preserve a complete clinical record.

How Do We Protect Your Information?

We take appropriate organisational and technical measures to protect your personal information against loss, misuse, unauthorised access, disclosure or destruction.

These measures include:

• Secure electronic record systems
• Access controls and passwords
• Data encryption where appropriate
• Staff confidentiality obligations
• Regular security monitoring
• Contracts with service providers requiring compliance with data protection legislation

Personal Data Breaches

We take the security of your personal information seriously and maintain procedures for identifying, investigating and responding to actual or suspected personal data breaches.

If a reportable breach occurs, we will notify the Information Commissioner’s Office (ICO) and affected individuals where required by law.

If you believe your personal information has been compromised, please contact us immediately using the details provided in this Privacy Notice.

Your Rights

Under UK data protection legislation, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request restriction of processing in certain circumstances
• Object to certain forms of processing
• Request erasure of personal information where applicable
• Request transfer of your information where applicable
• Withdraw consent where consent has been relied upon

Please note that healthcare providers may be required by law or professional regulations to retain certain records even where deletion is requested.

To exercise any of these rights, please contact us using the details above.

Complaints

If you have any concerns regarding how your personal information has been handled, please contact us first so that we can attempt to resolve the matter.

You also have the right to complain to:

Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Website: www.ico.org.uk
Telephone: 0303 123 1113

Changes to This Privacy Notice

We may update this Privacy Notice from time to time. The most current version will always be available on our website.

Last Updated: August 2026