Privacy Policy
1. Introduction
Vivara (“we,” “our,” or “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By engaging with our clinic, website, or services, you agree to this Privacy Policy and our terms and conditions.
2. Who We Are
Vivara
Email: hello@vivaraphysio.com
Phone: 07828540856
Website: www.vivaraphysio.co.uk
We act as the data controller for the personal information we process.
3. The Information We Collect
We collect and process the following types of information:
a. Personal Information
Full name
Date of birth
Contact details (email, phone, address)
b. Special Category (Health) Information
Relevant medical history, injuries, or conditions
Treatment notes, assessments, and progress records
Referrals and correspondence from other healthcare professionals
c. Administrative and Financial Information
Payment or billing details
Insurance or funding information (if applicable)
d. Website and Digital Information
IP address and browser type
Cookies and website analytics
Online appointment and enquiry data
4. How We Use Your Information
We use your personal information to:
Deliver physiotherapy, Pilates, and related clinical services
Manage appointments and communicate about your care
Maintain accurate medical and administrative records
Process payments and insurance claims
Comply with legal, professional, and regulatory requirements
Improve our services and user experience
Our processing is based on one or more of the following legal bases:
Contractual necessity: to provide the services you have requested
Legal obligation: to comply with record-keeping and regulatory duties
Legitimate interests: to operate and improve our business
Consent: for specific uses, such as marketing or sharing health data
5. Marketing and Communications
We may occasionally contact you with clinic news or updates, pilates class schedules and new service offerings or special offers. We will only send marketing communications if you have given explicit consent. You can opt in when registering with us, booking online, or subscribing via our website. You can withdraw your consent or unsubscribe at any time by clicking the “unsubscribe” link in an email, or contacting us at hello@vivaraphysio.com.
We never share your contact details with third parties for marketing purposes.
6. How We Store and Protect Your Data
We store your information securely using encrypted electronic systems and restricted staff access. Your data is held within the UK or EEA. Health records are retained for at least 8 years after your last treatment (or until a child turns 25, whichever is later), as required by professional standards.
7. Sharing Your Information
Your data is never sold or rented. We only share your information when necessary and with your consent:
With healthcare professionals directly involved in your care (with your consent)
With your GP, consultant, or insurer (if applicable)
With trusted service providers (e.g. IT systems, accounting software) under strict confidentiality agreements
When required by law or regulation
8. Your Data Protection Rights
Under the UK GDPR, you have the right to:
Access your personal data
Request correction of inaccurate information
Request deletion (“right to be forgotten”) where legally applicable
Restrict or object to processing
Request data portability to another provider
Withdraw consent for marketing or information sharing
To exercise these rights, contact us using the details in Section 2.
9. Data Breaches
In the unlikely event of a data breach that may affect your rights or freedoms, we will notify the Information Commissioner’s Office (ICO) within 72 hours and contact affected individuals as required.
10. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website and will include the effective date.
11. Complaints
If you have a concern about how we handle your data, please contact us first so we can resolve it.
If you are not satisfied, you may contact the Information Commissioner’s Office (ICO):
Website: www.ico.org.uk
Telephone: 0303 123 1113
12. Contact Us
For any questions or concerns about this Privacy Policy or your personal information, please contact:
Vivara Physiotherapy & Pilates
Vivara, 263 Boundary Road, Loudwater, HP10 9QN
Email: hello@vivaraphysio.com
Phone: 07828540856
Effective Date: 14/10/25