Privacy Policy

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Privacy Policy – Backwell Chiropractic Clinic

Effective date: 11/08/25

Backwell Chiropractic Clinic is committed to protecting the privacy and security of your personal information. This policy explains how we collect, store, and use your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

We are two self-employed chiropractors operating under the trading name “Backwell Chiropractic Clinic”:

• Rikke Kristiansen – Sole Trader
   
• Sam Pinder – Sole Trader
   

Each practitioner is individually responsible for their own patient records.
If you see both practitioners, your data will only be shared between us with your explicit consent.

Contact details for data protection enquiries:
📧 Email: sam@backwellchiropractic.co.uk

📮 Address: 45a Rodney Road, BS48 3HW
📞 Phone: -

2. What Information We Collect

We may collect:

• Personal details: name, date of birth, address, contact details
   
• Medical history and health information relevant to your care
   
• GP and other healthcare provider details
   
• Appointment and payment history
   

3. Why We Collect Your Data

We collect your information to:

• Provide safe and effective chiropractic care
   
• Contact you regarding your appointments, treatment, and follow-up
   
• Liaise with your GP or other healthcare providers when necessary
   
• Maintain accurate financial and clinical records
   
• Comply with our legal and regulatory obligations
   

4. Lawful Basis for Processing

We process your personal and health data under the following lawful bases:

• Consent – when you give explicit permission (e.g. sharing with another provider)
   
• Contract – to deliver the care you request
   
• Legal obligation – to meet our professional and regulatory requirements
   
• Legitimate interests – to manage our clinic and patient relationships
   

5. How We Store and Protect Your Data

• All patient records are stored securely in Jane App, a GDPR-compliant online practice management system.
   
• We do not keep permanent paper records. On rare occasions where a paper consent form is completed, it is immediately scanned and uploaded to Jane App, and the paper copy is securely destroyed.
   
• All practitioners working at Backwell Chiropractic Clinic (including locum chiropractors and other temporary or permanent practitioners) have access to the shared patient management system. This means your record could be accessed by more than one practitioner, but only when relevant to your care. We have a formal data sharing agreement in place to ensure your information is handled securely and appropriately by all practitioners.

6. How Long We Keep Your Data

We retain patient records for 8 years after the date of your last appointment (or until age 25 if the patient was under 18 at the time of treatment), in line with legal requirements.

7. Sharing Your Data

We will not share your personal information with third parties unless:

• You have given explicit consent
   
• It is required by law
   
• It is necessary for your treatment (e.g. communicating with your GP)
   

If you see both practitioners at Backwell Chiropractic Clinic and your records need to be shared, we will obtain your written consent.

8. Your Rights

You have the right to:

• Access the information we hold about you
   
• Request corrections to your data
   
• Request deletion of your data (where legally possible)
   
• Withdraw your consent at any time
   
• Make a complaint to the ICO (www.ico.org.uk)
   

9. Contact Us

If you have any questions about this policy or your personal data, please contact us at:
📧 sam@backwellchiropractic.co.uk
📮 45a Rodney Road, Backwell. BS48 3HW
📞 -