Katy Folley Wellness

Pelvic health Physiotherapy

Katy Folley Wellness – Privacy Policy

This document explains how Katy Folley Wellness uses and protects your personal information. This policy applies to information collected in person, by phone, by letter, by email, via social media, or through our website.

At Katy Folley Wellness we value your privacy and are committed to keeping your information secure in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy may be updated from time to time. The latest version will always be published on our website.

What personal information we collect

We collect personal information so that we can support your treatment or respond to your enquiries, and because we have a legal obligation to keep accurate clinical records. The information we collect is relevant, adequate, and limited to what is necessary.

The personal information we may collect includes, but is not limited to:

• Full name

• Date of birth

• Address

• Email address

• Contact telephone number

• Occupation

• Source of referral

• Account details relating to payments for our services

• Background to your condition

• Medical history

• Your reasons for seeking physiotherapy and/or Pilates

• Next‑of‑kin (NOK) contact details (name, relationship, and contact number), where provided and relevant to your care

• Your GP or other healthcare professional details (name, practice/hospital, and contact information), where relevant to your care

We also record your assessments and treatments in written or electronic notes while you are under our care.

How we collect your information

We may collect information in several ways, including:

• Over the telephone – taking details, responding to enquiries, and triaging you for suitability for our service.

• Through our website – when you submit an enquiry via our “Contact” page.

• By email – when you contact us with an enquiry or request.

• Via Facebook or Instagram – when you contact us through these platforms.

• Paper notes – kept in secure, locked filing cabinets in our clinic.

• Electronic notes – stored in the secure online record‑keeping system Cliniko, which is password‑protected and accessed only by Katy Folley, the sole clinician at Katy Folley Wellness.

We also use the following external services as part of our business:

• Cliniko – for managing appointments, records, and invoices.
  See Cliniko’s privacy policy: https://www.cliniko.com/policies/privacy/

• CliniScribe AI – an AI‑powered clinical‑note tool integrated with Cliniko to help create and store clinical notes. When CliniScribe is used, relevant information from your appointment may be processed by this external service, which is based in Australia. This is done in order to support the creation and documentation of your clinical records and is carried out in a way that protects your privacy and complies with UK data‑protection law.

• RehabmyPatient – to provide online exercise programmes and home‑exercise plans.
  See RehabmyPatient’s privacy policy: https://www.rehabmypatient.com/privacy_policy

• Wix – for hosting our website.
  Wix acts as a data processor for website‑related information and has its own privacy policy, which you can view on their website.

How we use your personal information

We use the information you provide to:

• Understand how your condition is affecting you and what your needs and goals are.

• Plan and deliver safe, effective, and personalised physiotherapy and Pilates treatment.

• Keep accurate clinical records and progress notes.

• Invoice and obtain payment for our services. Copies of invoices are kept electronically in Cliniko for accounting and tax purposes.

• Contact your next‑of‑kin in emergencies or if you are unable to communicate and this is necessary for your safety or care.

• Communicate with your GP or other relevant healthcare professionals, where appropriate and with your consent, to support continuity of care.

With your prior consent, we may share relevant information with other health professionals involved in your care, such as your GP or consultant, usually in the form of a letter. If you are copied into such correspondence, the protection of its contents becomes your responsibility.

We may also use your information for internal audits and service‑improvement purposes, to help us develop better treatments and services for clients like you.

From time to time, and only if you have consented, we may contact you about promotions or services we believe you may be interested in, such as new Pilates classes or workshops.

Payments and third‑party payment providers

We collect personal information to process payments for our services. Invoices are stored electronically in Cliniko for accounting and tax purposes.

Online bookings and payments are processed by Stripe.
See Stripe’s privacy policy: https://stripe.com/gb/privacy

Card payments taken in‑person are processed by Zettle.
See Zettle’s privacy policy: https://www.zettle.com/gb/legal/privacy-policy

Your rights and how long we keep your information

Under UK GDPR you have the right to:

• Access the information we hold about you.

• Ask us to correct inaccurate information.

• Request erasure of your data in certain circumstances.

• Object to certain types of processing or ask us to restrict it.

Unless we are legally required to refuse a request, we will respond to your written request within one month of receipt.

We are required to retain client records for a period of eight years after the last point of contact, in line with guidance from the Chartered Society of Physiotherapy (CSP) and the Health and Care Professions Council (HCPC).

We will not share or distribute your personal information to third parties unless you have given us prior consent, or we are required to do so by law or court order.

It is your responsibility to contact us if your details change so that your records remain accurate. We welcome any questions, comments, or requests about this privacy policy.

For more information about your rights, see the Information Commissioner’s Office (ICO) guidance on individual rights under UK GDPR: www.ico.org.uk

How to contact us

If you have any questions about this privacy policy, or if you believe we hold incorrect personal data about you, please contact us:

• By telephone: 07859 216 922

• By email: katyfolleywellness@gmail.com