Privacy & Cookies Policy
This policy explains how we collect, use and protect your personal information — including your clinical records, the cookies our website uses, and the rights you have over your data.
Last updated:About this policy
1. Who we are and this policy
This policy explains how BritChiro New Milton Ltd (“BritChiro New Milton”, “we”, “us” or “our”) collects, uses and protects your personal information. We are a private company registered in England and Wales (company number 08371100), with registered office at Suite 9, Pine Court Business Centre, 36 Gervis Road, Bournemouth, BH1 3DH. Our clinic is at 27 Old Milton Road, New Milton, Hampshire, BH25 6DY. We are the “data controller” responsible for your personal data.
We are registered with the Information Commissioner’s Office (the “ICO”), the UK data-protection regulator, under registration number ZA174267.
If you have any questions about this policy or your personal data, please contact our data protection contact, the Practice Manager, at our clinic address.
This policy applies to visitors to our website at www.chiropractor-new-milton.co.uk and to people who enquire about, or receive, our chiropractic services. It works alongside our Terms & Conditions.
We process personal data in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (“PECR”).
2. The information we collect about you
Information you give us through our website or in the clinic. When you complete the enquiry form on our website we collect your name, telephone number, email address and the details of your enquiry. When you telephone or email us, or attend as a patient, we collect the information you provide — including, when you become a patient, the information on our new-patient health questionnaire.
Health and clinical information. To care for you safely we collect health information, which is “special category” data under the UK GDPR. This may include your medical history, symptoms, examination findings, diagnosis, treatment and progress notes, digital X-Ray images, details of your GP, your medication, any previous scans or reports you bring with you, and relevant lifestyle information.
Payment and insurance information. When you pay, our payment provider processes your card payment; we do not retain your full card number. If you are claiming on private health insurance, we collect your insurer and policy details so that we can support your claim.
Information we collect automatically. When you use our website we may collect technical information such as your IP address, device and browser type, and the pages you view, using cookies and similar technologies (see section 4).
Testimonials, reviews and images. If you agree to provide a testimonial, or to appear in a photograph or video, we collect and use that content on our website and marketing with your consent. If you post a review about us on a platform such as Google, we may display it on our website.
Information from others. We may receive information about you from a person who refers you to us, such as your GP or another health professional.
3. How we use your information, and our lawful bases
The UK GDPR requires us to have a “lawful basis” for using your personal data, and an additional condition for using special category (health) data. The table below sets out what we do and why.
| Purpose | What this involves | Our lawful basis (UK GDPR) |
|---|---|---|
| Provide and manage your chiropractic care | Consultation, examination, diagnosis, treatment and clinical record-keeping | Performance of our contract with you (Art 6(1)(b)); and, for health data, provision of health care by a health professional (Art 9(2)(h)) |
| Keep accurate clinical records | Maintaining records as required of registered chiropractors | Legal obligation (Art 6(1)(c)); health care / management of health services (Art 9(2)(h)) |
| Respond to enquiries and arrange appointments | Handling website-form, phone and email enquiries; booking | Taking steps to enter a contract and our legitimate interests in running the clinic (Art 6(1)(b) and (f)) |
| Take payment and support insurance claims | Processing payment; providing claim documentation | Performance of our contract (Art 6(1)(b)); legal obligation for financial records (Art 6(1)(c)) |
| Refer you for further care | Referrals to your GP, a specialist, or imaging (CT/MRI) providers | Our contract and legitimate interests (Art 6(1)(b)/(f)); health care (Art 9(2)(h)) |
| Send appointment reminders and recalls | Reminding you of, or inviting you to, appointments | Our contract and legitimate interests (Art 6(1)(b)/(f)); consent for electronic messages where PECR requires it |
| Publish testimonials, reviews, photos and video | Showing patient stories and reviews on our website and marketing | Your consent (Art 6(1)(a)); and, where a testimonial reveals health information, your explicit consent (Art 9(2)(a)) |
| Send marketing you have asked for | Newsletters, health tips or offers | Your consent (Art 6(1)(a)) and PECR |
| Measure and improve our website | Website analytics via Google Analytics | Your consent given through our cookie banner (Art 6(1)(a)) |
| Advertising and retargeting | Ad and social pixels via Meta and Google | Your consent given through our cookie banner (Art 6(1)(a)) |
| Comply with law and handle complaints | Legal/regulatory duties; complaints; establishing or defending legal claims | Legal obligation and legitimate interests (Art 6(1)(c)/(f)); legal claims and health care (Art 9(2)(f)/(h)) |
Special category (health) data. Because your health information is sensitive, in addition to a lawful basis above we rely on the condition in Article 9(2)(h) of the UK GDPR (the provision of health treatment and management of health-care services by, or under the responsibility of, a health professional who owes a duty of confidentiality). Where we publish a testimonial that reveals health information, we rely on your explicit consent (Article 9(2)(a)); and, where relevant, we may rely on Article 9(2)(c) (your vital interests) or Article 9(2)(f) (legal claims).
Cookies
4. Cookies and similar technologies
Cookies are small files placed on your device when you visit a website. They help the site work, remember your choices, and allow us and others to understand how the site is used.
When you first visit our website, our cookie banner lets you accept or reject non-essential cookies. We only set analytics, advertising and other non-essential cookies if you consent. You can change your choice at any time through the cookie settings on our website or your browser settings.
We use the following categories of cookies:
| Type | What it does | Examples / providers |
|---|---|---|
| Strictly necessary | Enable core functions such as page navigation and security. Always on; no consent needed. | Our website host GitLab; our form provider Web3Forms |
| Functional / preferences | Remember choices you make, such as the larger-text (A+) accessibility setting. | Set by our website |
| Analytics | Measure how visitors use the site so we can improve it. Set only with your consent. | Google Analytics |
| Advertising / targeting | Help show you relevant ads and measure campaigns. Set only with your consent. | Meta, Google Ads |
| Third-party embeds | Content embedded in our pages may set its own cookies — for example the map showing our location, our Google reviews, and hosted images and video. | Google Maps, Google reviews, Cloudinary |
You can control or delete cookies through your browser settings, and you can opt out of many advertising cookies through the providers’ own tools. Blocking some cookies may affect how the website works. The third parties above operate their own privacy policies, which we encourage you to read.
Sharing and transfers
5. Who we share your information with
We treat your information as confidential and share it only where necessary. We may share it with:
- other health professionals involved in your care, such as your GP, specialists, or imaging (CT/MRI) providers, on a confidential basis;
- your private health insurer, where you are making a claim and have authorised us to do so;
- our service providers who process data on our instructions — for example our website host and enquiry-form provider, IT support, secure storage and backup, and our payment processor;
- analytics and advertising providers (such as Google and Meta), where you have consented to those cookies;
- Google, through our Google Business Profile, where reviews and testimonials are displayed on or via our website;
- our professional advisers (such as insurers, lawyers and accountants), the General Chiropractic Council and other regulators, and law-enforcement bodies or courts, where we are legally required or permitted to do so.
We do not sell your personal data, and we do not share your contact details with third parties for their own marketing.
6. Sending your data outside the UK
Some of our providers (for example analytics, advertising and media-hosting services) may process your data outside the United Kingdom. Where they do, we make sure your data is protected by an appropriate safeguard recognised under UK data-protection law — such as UK ‘adequacy’ regulations for the country concerned, or the International Data Transfer Agreement (IDTA) or UK Addendum to the standard contractual clauses.
Security, your rights and contact
7. How we keep your information secure
We use appropriate technical and organisational measures to protect your information, including controlled access to records, confidentiality obligations on our staff, and secure storage of clinical records and X-Ray images. We keep these measures under review, and we have procedures to deal with any suspected data breach, including notifying you and the ICO where the law requires.
8. Your data protection rights
Under the UK GDPR you have the right to:
- ask for access to the personal data we hold about you (a “subject access request”);
- ask us to correct inaccurate or incomplete data;
- ask us to erase your data — although we may be unable to erase clinical records that we are legally required to keep;
- ask us to restrict, or to object to, our use of your data;
- ask us to transfer certain data to you or another provider (data portability);
- withdraw your consent at any time, where we rely on consent (for example for a testimonial, marketing, or non-essential cookies); and
- object to direct marketing at any time, which we will always honour.
We do not make decisions about your care by solely automated means. Some third-party advertising cookies may involve profiling, which you can refuse through our cookie banner.
To exercise any of these rights, please contact us using the details in section 11. We will respond within one month (we may extend this by two further months for complex requests, and will tell you if so). There is normally no charge. We may need to verify your identity first.
9. Complaining to the regulator
If you are unhappy with how we have handled your personal data, please tell us first so that we can try to put it right. You also have the right to complain to the ICO.
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk
10. Changes to this policy
We may update this policy from time to time. The current version is always available on our website, with the “last updated” date shown at the top. Please check back from time to time.
11. How to contact us
BritChiro New Milton Ltd
Data protection contact: the Practice Manager
Clinic: 27 Old Milton Road, New Milton, Hampshire, BH25 6DY
Registered office: Suite 9, Pine Court Business Centre, 36 Gervis Road, Bournemouth, BH1 3DH
Telephone: 01425 62 88 44
Email: britchironewmilton@gmail.com