Privacy Policy

GDPR Privacy Statement

This document explains how we handle your personal data. For our internal data protection policy, see the SCRx GDPR and Data Protection Policy.

1. Data Controller

The data controller responsible for your personal data is South Coast Rx Ltd, located at the Ravelin Sports Centre, Cambridge Road, Portsmouth, PO1 2SE. If you have any questions regarding this Privacy Statement or wish to exercise your data rights, please contact our Data Protection Lead at info@SouthCoastRxPhysiotherapy.co.uk.

2. Personal Data We Collect

Identity Data: name, date of birth, gender, and other identifiers.
Contact Data: address, email address, phone number.
Health Data: medical history, treatment records, anthropometric data, and other health-related information necessary for providing physiotherapy and sports therapy services.
Financial Data: payment details, insurance information, and billing data where applicable.
Usage Data: information on how you use our website, services, and products.

We need this personal data for the purpose of assessment, treatment, and provision of other healthcare and performance-related services. If you do not provide this information, it may affect whether you are able to engage with our services. We will not collect any personal data from you that we do not need.

3. How We Use Your Data

To provide healthcare services tailored to your individual needs.
To communicate with you regarding appointments, treatment plans, and other relevant information.
To manage billing and payment processing.
To comply with legal obligations and professional standards.
To improve our services and the overall patient experience.

4. Legal Basis for Processing

Consent: where you have provided explicit consent for the processing of your personal data.
Contractual Necessity: where the processing is necessary for the performance of a contract with you.
Legal Obligations: where we are required to process your data to comply with legal or regulatory obligations.
Legitimate Interests: where the processing is necessary for our legitimate interests, provided that your rights and freedoms are not overridden.

5. Children and Young People’s Data

Where we provide services to clients under 18 (for example through school or club partnerships, or work experience and placement programmes), we collect and process their personal data with appropriate parental or guardian consent, and apply extra care to safeguarding and confidentiality. See Section 8 for how long this data is retained.

6. Data Sharing

We do not share your personal data with third parties except in the following circumstances:

With healthcare professionals involved in your treatment.
With other key stakeholders regarding your care, such as employers, schools, or sports clubs, where relevant to your treatment and with appropriate consent.
With insurance companies for billing purposes.
With regulatory bodies if required by law.
With service providers who assist us in running our business, such as IT support, billing services, and clinical documentation tools (including AI-assisted note-taking software), all of whom are contractually required to safeguard your data.

We do not transfer your personal data outside the UK. If this changes, this Privacy Statement will be updated to explain the safeguards in place.

7. Use of AI-Assisted Tools in Your Care

SCRx may use AI-assisted software to support clinical note-taking and documentation during your treatment. This tool does not make treatment or clinical decisions on your behalf, and does not constitute automated decision-making that produces legal or similarly significant effects on you.

All AI-generated content is reviewed, edited where necessary, and approved by your treating clinician before it becomes part of your record.
Any AI system we use is contractually required to meet the same UK GDPR security and confidentiality standards as our other systems, and does not use your data to train external or publicly available AI models.
You are welcome to ask your clinician at any time whether AI-assisted documentation was used during your care.

8. Cookies and Website Usage

Our website may use cookies or similar technologies to understand how it is used and to improve your experience. You can control cookie preferences through your browser settings.

9. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Statement, in line with professional guidance from the Health and Care Professions Council (HCPC) and Chartered Society of Physiotherapy (CSP):

Adult clinical records are retained for 8 years following the conclusion of treatment.
Children and young people’s clinical records are retained until their 25th birthday (or 26th birthday if they were 17 at the conclusion of treatment).

Records are securely deleted or destroyed once these periods have passed, unless a longer period is required by law.

10. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

Right to Access: you can request a copy of the personal data we hold about you.
Right to Rectification: you can ask us to correct any inaccuracies in your personal data.
Right to Erasure: you can request that we delete your personal data under certain conditions.
Right to Restrict Processing: you can ask us to limit the processing of your personal data in certain circumstances.
Right to Data Portability: you can request that we transfer your personal data to another organisation.
Right to Object: you can object to the processing of your personal data in certain circumstances, including for direct marketing.
Right to Withdraw Consent: where we rely on your consent to process your data, you can withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, please contact our Data Protection Lead at info@SouthCoastRxPhysiotherapy.co.uk. We will respond within one calendar month.

11. Right to Complain

If you have concerns about how we handle your personal data, please contact us in the first instance so we can try to resolve the issue. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent supervisory authority for data protection.

12. Changes to This Statement

We may update this Privacy Statement from time to time to reflect changes in our practices or legal requirements. The current version is always available from SCRx on request or via our website, and is reviewed at least annually alongside our internal GDPR and Data Protection Policy.

Messaging Terms & Conditions

General

By opting into messages, you agree to receive recurring automated marketing and informational text messages from South Coast Rx Physiotherapy. Automated messages may be sent using an automatic telephone dialing system to the mobile telephone number you provided when signing up or any other number that you designate.

Message frequency varies, and additional mobile messages may be sent periodically based on your interaction with South Coast Rx Physiotherapy. South Coast Rx Physiotherapy reserves the right to alter the frequency of messages sent at any time to increase or decrease the total number of sent messages. South Coast Rx Physiotherapy also reserves the right to change the short code or phone number or alphanumeric sender where messages are sent

Your usual message and data rates may apply. If you have any questions about your text plan or data plan, it is best to contact your mobile provider. Your mobile provider is not liable for delayed or undelivered messages.

Your consent to receive marketing messages is not a condition of purchase.

Carriers

Carriers are not liable for delayed or undelivered messages.

Cancellation

Messages will provide instructions to unsubscribe either by texting STOP or through an included link. After you unsubscribe, we will send you a message to confirm that you have been unsubscribed and no more messages will be sent. If you would like to receive messages from South Coast Rx Physiotherapy again, just sign up as you did the first time and South Coast Rx Physiotherapy will start sending messages to you again.

Info

For support regarding our services, email us at info@SouthCoastRxPhysiotherapy.co.uk or, if supported, text \”HELP\” to our messages at any time and we will respond with instructions on how to unsubscribe. If we include a link in messages we send you from South Coast Rx Physiotherapy, you may also access instructions on how to unsubscribe and our company information by following that link.

Transfer of Number

You agree that before changing your mobile number or transferring your mobile number to another individual, you will either reply \”STOP\” from the original number, unsubscribe using the link included in our messages (if one is provided), or notify us of your old number at info@SouthCoastRxPhysiotherapy.co.uk. The duty to inform us based on the above events is a condition of using this service to receive messages.

Privacy

If you have any questions about your data or our privacy practices, please visit our https://southcoastrxphysiotherapy.co.uk/privacy-policy/.

Messaging Terms Changes

We reserve the right to change or terminate our messaging program at any time. We also reserve the right to update these Messaging Terms at any time. Such changes will be effective immediately upon posting. If you do not agree to a change to these Messaging Terms, you should cancel your enrollment with our messaging program. Your continued enrollment following such changes shall constitute your acceptance of such changes.