Privacy Notice

Queensferry Chiropractic

Last reviewed: August 2026

Introduction

Queensferry Chiropractic is committed to protecting your privacy and handling your personal information responsibly and securely.

This Privacy Notice explains what personal information we collect, why we collect it, how it is used and stored, who it may be shared with, and your rights under UK data protection law.

Queensferry Chiropractic processes personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller

The Data Controller responsible for your personal information is:

Vicky Pittman, MChiro
GCC-Registered Chiropractor
Queensferry Chiropractic

Email: queensferrychiropractic@gmail.com

Website: www.queensferrychiropractic.co.uk

Information We Collect

The information we collect depends on how you interact with Queensferry Chiropractic.

Personal information may include:

Name
Date of birth
Address
Telephone number
Email address
Emergency contact details
Appointment information
Payment and transaction information
Correspondence with the clinic

Health information may include:

Medical history
Current symptoms and health concerns
Previous injuries or treatment
Medication information
Examination and assessment findings
Clinical notes
Treatment provided
Rehabilitation and exercise advice
Referral information
Correspondence relating to your care

Health information is classed as special category personal data and receives additional protection under UK data protection law.

We may also collect information that you provide through the website, online booking system, contact forms, telephone, email or during your appointments.

Why We Use Your Information

We use your personal information where necessary to:

Provide safe and appropriate chiropractic care
Assess your health and determine whether treatment is suitable
Maintain accurate clinical records
Manage appointments and waiting lists
Send appointment confirmations and reminders
Communicate with you about your care
Arrange referrals or communicate with other healthcare professionals where appropriate
Process payments and maintain financial records
Respond to enquiries
Meet professional, regulatory, insurance and legal obligations
Manage and improve the operation of Queensferry Chiropractic
Establish, exercise or defend legal claims where necessary

Our Legal Basis for Processing Your Information

Under UK GDPR, we must have a lawful basis for processing personal information.

Depending on the purpose, Queensferry Chiropractic may process personal information because:

It is necessary to provide a service or take steps at your request before providing a service
We have a legal or professional obligation to retain or use the information
It is necessary for the legitimate interests of operating and protecting the practice, provided these interests do not override your rights
You have given consent where consent is required

Because health information is special category data, an additional legal condition is required.

Where we process health information for the provision and management of your healthcare, we generally do so because it is necessary for the provision of health treatment by a regulated healthcare professional who is subject to professional confidentiality obligations.

How Your Information Is Stored

Queensferry Chiropractic uses JaneApp, a cloud-based practice management system, to manage:

Patient records
Clinical notes
Appointments
Online booking
Intake and consent forms
Appointment communications

Information may also be stored securely within email systems, accounting systems and other services used to operate the practice.

Reasonable technical and organisational measures are used to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.

Access to patient information is limited to those who require it for legitimate clinical or business purposes.

Who We May Share Information With

Your personal information is treated confidentially.

Where necessary and appropriate, information may be shared with:

Your GP or another healthcare professional involved in your care
A healthcare professional to whom you are being referred
Professional indemnity insurers
Legal or professional advisers
The General Chiropractic Council or another regulatory body where required
Government, regulatory or law-enforcement authorities where disclosure is required by law
Service providers used to operate the clinic, including JaneApp
Accounting, payment-processing or IT providers where necessary for the operation of the practice

Information will only be shared where there is an appropriate reason and lawful basis for doing so.

Where appropriate, your consent will be obtained before information is shared with another healthcare professional.

Queensferry Chiropractic will never sell your personal information.

Appointment Reminders and Care Communications

We may contact you by telephone, email or text message regarding:

Appointment confirmations
Appointment reminders
Changes to appointments
Waiting-list appointments
Information directly relating to your treatment or care
Follow-up communication relating to your care

These communications form part of managing your appointments and providing your care.

You can tell us if you have a preferred method of communication.

Marketing Communications

From time to time, Queensferry Chiropractic may send information about clinic services, news or relevant health information where permitted by law.

Where consent is required for marketing communications, we will obtain it.

You can unsubscribe from marketing communications at any time.

Choosing not to receive marketing communications will not affect your clinical care or appointment communications.

How Long We Keep Your Information

Clinical records are retained in accordance with General Chiropractic Council guidance and applicable legal and professional requirements.

For adult patients, clinical records are normally retained for eight years from the date of the patient's last visit.

For patients who are children, records are normally retained until their 25th birthday, or until their 26th birthday if they were aged 17 when treatment ended.

Some information may need to be kept for longer where required for legal, regulatory, insurance or safeguarding reasons.

Business and financial records may also be retained for the periods required by tax and accounting legislation.

Once information is no longer required, it will be securely deleted or destroyed where appropriate.

Your Data Protection Rights

Depending on the circumstances, you may have the right to:

Ask whether we hold personal information about you
Request access to your personal information
Ask for inaccurate or incomplete information to be corrected
Ask for processing to be restricted in certain circumstances
Object to certain types of processing
Request deletion of information in certain circumstances
Request a copy of information you have provided in a portable format where applicable
Withdraw consent where processing is based on consent
Object to the use of your personal information for direct marketing

These rights are not absolute.

For example, Queensferry Chiropractic may need to retain clinical records even if you ask for them to be deleted because of professional, legal or regulatory requirements.

Subject Access Requests

You have the right to request access to the personal information we hold about you.

Requests can be made by contacting:

queensferrychiropractic@gmail.com

We may need to confirm your identity before releasing personal information.

We will normally respond without undue delay and within the timescale required by UK data protection legislation.

Website and Cookies

The Queensferry Chiropractic website may use cookies and similar technologies that are necessary for the website to function and, where enabled, to understand how visitors use the website.

Where consent is required for non-essential cookies, visitors will be given the opportunity to make their choice through the website's cookie settings or consent banner.

Information submitted through the website contact form will be used to respond to your enquiry and, where appropriate, arrange your care.

Please avoid including unnecessary sensitive medical information in a general website enquiry.

Links to Other Websites

The Queensferry Chiropractic website may contain links to third-party websites, including online booking and social media platforms.

Queensferry Chiropractic is not responsible for the privacy practices of external websites. You should review the relevant privacy information provided by those organisations.

Concerns and Complaints

If you have any concerns about how Queensferry Chiropractic handles your personal information, please contact:

Vicky Pittman, MChiro
Queensferry Chiropractic
Email: queensferrychiropractic@gmail.com

We will aim to address your concerns promptly.

You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK regulator for data protection.

Website: www.ico.org.uk

Changes to This Privacy Notice

This Privacy Notice may be reviewed and updated periodically to reflect changes in legislation, professional guidance, technology or the way Queensferry Chiropractic operates.

The date at the top of this notice will show when it was last reviewed.