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Data Protection

Here at Gillian McCabe Physiotherapy Ltd, we take privacy and confidentiality seriously. The new General Data Protection Regulations (GDPR) come into effect on 25th May 2018 and in order to maintain clarity for you as a client, please see below the way in which your data is used and stored. If you have any questions, please do not hesitate to contact us.



1.What personal information do we hold about you?

When you book an appointment to come in to see a physiotherapist at Gillian McCabe Physiotherapy Ltd, your personal data, such as your name, address, date of birth, telephone number and email address are collected in order to confirm your booking. This information is used to identify you as a unique client within the business. This enables your physiotherapist to easily locate your file and access necessary information regarding your treatment programme. When you then attend your first appointment with Gillian McCabe Physiotherapy Ltd, Gillian will ask you a number of questions that relate to your current condition. This information is also stored.

This information is held in an online and secure site called Cliniko ( Cliniko is password protected with double authentication via a unique authentication code at each login. This means that your data is secure within the site and is only accessible by your physiotherapist, Gillian McCabe. Your personal data is not shared with any other individual or organisation. However, if you require a referral to another specialist, or Gillian needs to communicate with the specialist that has referred you to her, any referral letter is sent via secure portal email to the necessary specialist, and you will be sent a copy of that email correspondence.


2.Why do we hold this information?

Your personal identification information, the data regarding your current condition and the information regarding your treatment programme is entered by your physiotherapist. This data is used to inform the treatment process and to inform clinic reports and referrals as appropriate. The information held is necessary and relative to your current condition, and no information is held unnecessarily or without lawful requirement.

All physiotherapists registered with the Chartered Society of Physiotherapy (CSP) are legally required to keep accurate records of any client interaction. For continuity of care, it is important that the physiotherapist shares your information with any healthcare professional who has an input to your care. This may be your GP, consultant, nurse or allied health practitioner. Any sharing of information will only occur with your consent and you will be sent a copy of any clinic letters for your own records.

According to the CSP guidelines, you have the right to access your health records. You must put this request in writing and the request must be processed within 28 days. This request is free of charge.


3.How long will this information be held within Gillian McCabe Physiotherapy Ltd?

Your physiotherapist is legally required to store your treatment notes for 8 years from the date of your last treatment. Your notes will be held on Cliniko for this time, secure and only accessible by your physiotherapist. On completion of your course of physiotherapy, your notes will be archived within Clinko until the 8 years is completed. At the end of the 8 years, all of your data will be deleted according to the law.


4.How else will your personal information be used?

Your email address will be used to provide booking confirmations and reminders. If you contact Gillian directly by telephone, your telephone number will be stored along with your name (for identification purposes) on Gillian’s mobile phone. This number will be used to reply to your text messages or phone calls. If an appointment needs to be rescheduled at late notice, your telephone number will be used as opposed to your email address to ensure that Gillian gets the message of your appointment cancellation to you in good time.


Any advice, exercise programmes or clinic reports will be sent to you by email from Gillian McCabe, using the email address you provided during the booking process or during your first appointment.


Please note that you reserve the right to remove your consent at any time. Please put this request in writing and send to If you have any concerns about the use of your personal data, please contact the Information Comissioner’s Office (ICO) at