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By Nicky business logo, Rawdon & Otley Specialist Pelvic Health Physiotherapy, gold female outline lotus flower blue bkgrd

Privacy Policy

 

Last updated February 18, 2025

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At By Nicky, we are committed to protecting your privacy and personal data. This privacy policy outlines how ‘By Nicky’ (“Company”, “we”, “us” and “our”) collect, use, and protect the information you provide to us through interactions such as when you visit our website http://www.bynicky.co.uk (“Website”), complete a form, access our services or speak to us.

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We fully comply with data protection law in force in the UK including UK GDPR and the Data Protection Act 2018 (“Data Protection Laws”) and with applicable clinical confidentiality guidelines published by applicable regulatory bodies such as the Health and Care Professions Council (HCPC).

 

1. Information We Collect

The meaning of personal data referred to in this policy, is information that can, or has the potential to, identify you as an individual.

We may collect and process the following personal data:

  • Personal Identification Information: Name, email address, phone number, date of birth, and address.

  • Name and contact details of an emergency contact person (Where you have provided us with personal data about that individual, it is your responsibility to ensure that that individual is aware of and accepts the terms of this Privacy Policy.)

  • Health Information: Medical history, fitness levels, treatment details and other health-related data.

  • Payment Information: Card details and transaction history (handled securely by third-party payment processors).

  • Usage Data: Information about how you use our website, services, and facilities, including IP addresses and cookies (see our Cookie Policy).

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The personal data that we request from you may include special category data, such as:

  • racial or ethnic origin

  • religious or philosophical beliefs

  • biometric data

  • data concerning your sex life, gender and sexual orientation

  • details of your current or former physical or mental health

 

​2. How We Collect Your Information

We use different methods to collect data from and about you, including:

  • Direct Interactions: during appointments, when you complete forms or other correspondence with us by post, phone, email, or otherwise.

  • Automated Technologies or Interactions: our website may automatically collect Technical Data about your equipment, browsing actions and patterns.

  • Third Parties or Publicly Available Sources: from third parties such as GP's, Consultants or other health and wellness professionals who may refer you to us.

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3. How We Use Your Information

Your personal data will only be used for the purpose(s) it was collected and when the law allows us to. Below are some of the ways we commonly use your personal data:

  • Service Delivery: To gain consent for and safely provide assessments, clinical impressions, treatment plans, follow-up care and other services.

  • Communication: To send you updates about your bookings, our services and other relevant information.

  • Legitimate Interests: For service improvement, fraud prevention, and business analysis.

  • Legal Obligations: To comply with legal or regulatory requirements.​​

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4. Data Sharing

We may share your data with the following trusted third parties:

  • Service Providers: Payment processors, booking platforms, and IT support providers.

  • Healthcare Providers: who are or are required to be involved with your care such GP's, Consultants or in an emergency to protect your ‘vital interest’.

  • Regulatory Authorities: When required by law or to protect legal rights.

  • Professional Advisers: Such as accountants or legal professionals.

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We ensure that all third parties comply with applicable data protection laws and maintain the security of your information.

Our website may include links to third-party websites and applications. Clicking on those links may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

 

5. Data Security

We use appropriate technical and organisational measures to protect your personal data from loss, theft, and unauthorised access, including:

  • Secure data storage.

  • Encryption for sensitive data.

  • Access controls.

 

6. Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this policy or as required by law:

  • Client health records: Retained for up to 8 years from the date of last entry as outlined by Chartered Society of Physiotherapy (CSP) and for legal and insurance purposes.

  • Marketing data: Retained until you withdraw your consent.​

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​7. Your Rights

Under UK GDPR, in certain circumstances, you have rights in relation to your personal data, including:

  • Access: To request a copy of the data we hold about you.

  • Rectification: To request correction of your personal data.

  • Erasure: To request the deletion of your personal data (subject to legal or contractual obligations).

  • Restriction: To limit how we process your data.

  • Portability: To request your data in a structured, commonly used format.

  • Objection: To object to personal data processing

  • Withdraw Consent: To withdraw your consent where we are relying on consent to process your personal data.

 

To exercise your rights, please contact us at info@bynicky.co.uk ​

 

8. International Data Transfers

Your data will generally be processed within the UK. If we transfer data outside the UK or EEA, we will ensure it is protected by appropriate safeguards, such as standard contractual clauses.​

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9. Updates to This Policy

We reserve the right to update this privacy policy from time to time, therefore you should review these pages periodically. Changes will be communicated to you via email or our website.

 

10. Contact Us

Email: info@bynicky.co.uk

Phone: 07356 200 652

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By Nicky @ The Well House Rawdon,

1 Harrogate Rd,

Rawdon,

Leeds LS19 6HW

 

By Nicky @ Thrive Acupuncture Clinic,

Wharfebank Mills,

Pennyhole,

Ilkley Rd,

Otley

LS21 3JP

 

​11. Complaints

In the first instance we appreciate the opportunity to address your concerns and are confident in our ability to resolve any complaints efficiently and to your satisfaction, however should you have any concerns regarding our response to a compliant or believe that our processing of your personal data does not comply with data protection law, you can make a complaint with the Information Commissioner's Office (ICO).

Phone: 0303 123 1113

Website: www.ico.org.uk 

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12. Consent

By using our services and website you consent and agree to the terms of this Privacy Policy.

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