Privacy Policy The following information is collected: patient name, address, date of birth, email address, phone numbers, GP details, past medical history, family medical history, and case history for treatment carried out at the clinic. All information is given by the patient or their carer, parent, or legal guardian. Data Collected: The information collected is sufficient for making informed clinical decisions. Data is collected verbally on the phone or electronically to book appointments and take contact details. Our clinicians gather medical information during face-to-face or virtual appointments. Patient contact details and appointments are recorded electronically or manually. Patient clinical records are electronic. Data Storage: We use several software packages at the clinic to provide patients and clients with the best service. Third-party software providers are listed in our Privacy Policy. At Optima Health London Physio, we prioritise the security and protection of your data. As part of our commitment to safeguarding your information, we are registered with the Information Commissioner's Office (ICO) and comply with the Data Protection Act (2018) and the General Data Protection Regulation (2018). We will protect your personal information and handle it responsibly. TM3 and Wix.com are the main providers for both appointment bookings and treatment notes taking, and they are GDPR compliant. Patient data is also used for operational and company marketing purposes, but with the patient's consent. Operational communication includes, but is not limited to, appointment reminders, emails, text messages, invoices, and feedback requests. We process your data using the lawful basis of consent for marketing and fulfilment of contract and legitimate interest for processing your medical record and sending you health information and exercises relating to your condition. Data Sharing Information is only shared with other persons with the patient’s permission. This would usually be with other health professionals. Patient information is never passed on to other clinics, practitioners, persons or companies. Data would extremely rarely be shared without consent if there was a legal order or in cases of serious safety risks. Payment Terms Treatment fees are available on www.optimahlphysio.org or from the clinic. Payments are required after treatment unless prepaid. Some appointments may require prepayment or a deposit. You can cancel packages or gift cards within 14 days if unused. Packages and gift cards are non-refundable after 14 days and are valid for specified durations. Packages and Gift cards are sent electronically. Packages are discounted, non-transferable, and non-refundable. A 24-hour notice is required for cancellations or rescheduling to avoid full fee charges. Online discounts are not available for certain appointments. Bookings, Cancellations, and Late Notice Policy: Bookings can be made or rescheduled online or via mobile. A 24-hour notice is required for cancellations or rescheduling. Failure to provide this notice will result in fee charges. Bookings are on a first-come, first served basis, and a waiting list is available. Appointment time includes consultation, changing, treatment, and payment. Safety & Hygiene No food or pets (except for guide dogs) are allowed in the clinic. Children must always be accompanied and cannot be left alone in the reception area. Excessive noise, disturbances, or inappropriate behaviour, including abuse, are prohibited. Intellectual Property: Optima Health London Physio's trademarks, graphics, photos, and website content are the property of OHLP and are protected by law. You must obtain permission before using, reproducing, or distributing them. All rights are reserved. Payment Security: Your card details are securely stored in compliance with PCI DSS standards and are not accessible to our team. Payment is required in advance for treatments. Treatments are non-transferable and non-redeemable for cash. Late Notice Policy: A 24-hour notice is required for cancellations or appointment changes. Failure to comply or non-attendance will result in a full fee charge. Card Payment Authorisation By submitting a booking, you authorize Optima Health Physio Consult to charge your card for the agreed purchases. Card details may be securely stored with your consent, following PCI DSS standards. However, you can request the removal of your card details from our system. Agreement Confirmation: By submitting a booking, you agree to the Informed Consent and registration terms available on our website, as well as Optima Health London Physio’s Late Notice Policy, Card Payment Policy, Privacy Policy, and Terms and Conditions. Calls may be recorded for quality, training purposes, and AI improvement. You may speak with an AI agent Disclaimer and Liability: Content on the website is intended to provide general information only. It should not be considered as a substitute for personal advice covering any specific situation or (where relevant) overriding your responsibility for exercising your professional and clinical judgment. To the extent permitted by law, we will not be responsible or liable for the quality, accuracy, or fitness for purpose of the website. We cannot guarantee that the content, or any functions on the website or its server (including email and online communities), will operate without interruption or delay, will be error-free, free of viruses or bugs, or will be compatible with any other software or material. Access to the website may be discontinued or temporarily suspended without notice in the case of system failure, maintenance, repair, or for reasons beyond our control. PRIVACY POLICY: We use cookies and other technologies to enable core functionality on our website and to provide you with a personalized experience. For more information on cookies and how to manage your settings.  Cookie Statement: We use cookies to give you the best experience on our website, to analyse how it is being used, and to support and inform our services.  You can change your cookie settings in your browser at any time.  Find out more below. What are cookies? Cookies are small text files stored by websites on visitors’ computers. Their purpose is to identify visitors as they move around the site, or to recognise them when they return.  Some cookies are essential to the secure use of our website. How does the OHLP site use cookies? Our site uses cookies in three ways: • For site functionality • Third-party sites •  Analytics Site functionality The site creates new cookies when visitors arrive so that they can be recognised as they move from page to page. This allows the site to recognise certain actions like submitting forms and to present personalised information when visitors log in. These cookies disappear when the visitor closes their web browser. Third-party sites We may embed educational content from other sites. These third-party sites may create cookies through this embedded content, and this falls outside of the OHLP’s control. You should check the relevant third-party sites for further information about their cookies. Analytics We use Google Analytics cookies. They are anonymous and enable us to gather, aggregate, and analyse data on how the site is being used. They tell us, for example, how many visitors the site receives, how they arrive, and what pages they look at. This data is routinely recorded by the vast majority of websites.  It is for statistical purposes to help us to understand and improve the use of our site and its content.   How to turn off cookies Most modern web browsers allow you to block the setting of cookies completely or just for a specific site. Check your browser settings to find out which cookies are already set and to delete or block any that you don't want.​ Privacy Policy This privacy policy sets out details about how the OHLP will use any personal information that it collects about you. We encourage you to read this policy as it explains the OHLP’s practices involving the use of personal information and sets out information about rights that you may have under applicable laws. We are committed to protecting your privacy and keeping your data safe. If you have any questions about this policy or the OHLP’s use of your personal information, please email us at info@optimahlphysio.org  How we collect personal information If you contact us, including in person, by telephone, emails, or through forms available on our website, we will collect the information that you choose to provide and will use it: To investigate any queries that you raise with us. To provide any advice or assistance that you request from us. Keep you up to date with news about the OHLP’s activities by email, test message, and by post, according to your communication preferences. How we protect your personal data We are committed to keeping any data you provide to us safe and secure. The rights of Users based on the General Data Protection Regulation (GDPR). Users may exercise certain rights regarding their Data processed by the Owner. Users have the right to do the following, to the extent permitted by law: Withdraw their consent at any time. Users have the right to withdraw consent where they have previously given their consent to the processing of their Personal Data. Object to processing of their Data. Users have the right to object to the processing of their Data if the processing is carried out on a legal basis other than consent. Access their Data. Users have the right to learn if Data is being processed by the Owner, obtain disclosure regarding certain aspects of the processing and obtain a copy of the Data undergoing processing. Verify and seek rectification. Users have the right to verify the accuracy of their Data and ask for it to be updated or corrected. Restrict the processing of their Data. Users have the right to restrict the processing of their Data. In this case, the          Owner will not process their Data for any purpose other than storing it. Have their Personal Data deleted or otherwise removed. Users have the right to obtain the erasure of their Data from the Owner. Receive their Data and have it transferred to another controller. Users have the right to receive their Data in a structured, commonly used and machine readable format and, if technically feasible, to have it transmitted to another controller without any hindrance. Lodge a complaint. Users have the right to bring a claim before their competent data protection authority. Patient Rights Patients and anyone we hold data about have certain rights under GDPR: You can request to see your data at any time, transfer your data to another practice, correct any inaccuracies, and opt out of marketing. You may request that details be deleted; however, due to our legal obligations, we cannot delete your health record, but we can remove you from our contact list. Details about the right to object to processing Where personal data is processed for a public interest, in the exercise of an official authority vested in the Owner or for the legitimate interests pursued by the owner, users may object to such processing by providing a ground related to their particular situation to justify the objection. Users must be aware that if their personal data is processed for direct marketing purposes, they can object to this processing at any time, free of charge and without justifying. Where the User objects to processing for direct marketing purposes, the personal data will no longer be processed for such purposes. To learn whether the Owner is processing Personal Data for direct marketing purposes, Users may refer to the relevant sections of this document. How to exercise these rights Any requests to exercise user rights can be directed to the owner through the contact details provided in this document. Such requests are free of charge and will be answered by the owner as early as possible and always within one month, providing users with the information required by law. Any rectification or erasure of personal data or restriction of processing will be communicated by the owner to each recipient, if any, to whom the personal data has been disclosed unless this proves impossible or involves disproportionate effort. At the User’s request, the Owner will inform them about those recipients.