Privacy Policy

Who I am

The Pelvic Floor Clinic is run by Emma Bird, a registered nurse specialising in pelvic floor function. I am the data controller for the personal information described in this policy, and I am registered with the Information Commissioner's Office under registration number ZA763199.

If you have any questions about how your information is used, contact me at thepelvicfloorclinic@outlook.com.

What this policy covers

This policy explains what information I collect, why, how it is stored, who else handles it, how long I keep it and what your rights are. It covers two very different things: the information I hold if you become a client, and the information I hold if you join my email list or contact me through the website. They are handled separately and for different reasons.

The service is for adults aged 18 and over.

If you become a client

When you book and attend a consultation or the Body Literacy Programme, I collect your name, contact details, date of birth, GP details, payment information and your health information. That includes your medical, surgical and obstetric history, your symptoms, what you have already tried, notes from our sessions and your weekly review forms.

I use this information to assess you, provide your care, keep a clinical record, refer you elsewhere where something needs a physical examination, take payment and meet my professional and legal obligations as a nurse.

My lawful basis for using your personal information is that it is necessary to provide the service you have booked. Because health information is special category data, I also rely on it being necessary for the provision of health care by a health professional who owes you a duty of confidentiality, as set out in the UK GDPR and the Data Protection Act 2018.

I will not share your health information with anyone else without your agreement, unless the law requires it or there is a serious risk to you or someone else. If I think you need a referral, I will discuss it with you first.

Session transcription

With your agreement, I use Heidi, an AI transcription tool, during video consultations to help me write accurate clinical notes. I will always ask before a session whether you are happy for it to be used, and saying no will not affect your care in any way. The transcription is used to produce your clinical record and is not used for any other purpose. Once your notes are written, the transcription is deleted.

If you join my email list

If you download a free guide or sign up to my emails, I collect your first name and email address. I use them to send you the guide and occasional emails about pelvic floor tension and my services.

I rely on your consent for this. Every email has an unsubscribe link, and you can leave at any time. Signing up to my list does not make you a client and I do not hold any health information about you as a result of it.

If you contact me through the website

If you use the contact form, I collect your name, email address and your message, and use them only to reply. Please do not include health details in the contact form. I cannot give clinical advice by email, and anything about your own symptoms belongs in a consultation.

My lawful basis is my legitimate interest in responding to enquiries. I delete contact form messages within 12 months unless they become part of a clinical record.

Who else handles your information

I use a small number of trusted services to run the practice. Each one only processes your information on my instructions and under a written agreement.

• Cliniko, for video consultations, session transcription, booking, clinical records and practice management, stored in the UK.
• Stripe, for taking payments. I never see or store your full card details.
• EmailOctopus, for my email list, stored in the UK.
• Lovable, which hosts this website and stores contact and sign-up form submissions.

Some of these providers are based outside the UK or may process data outside the UK. Where that happens, your information is protected by the UK's approved safeguards, either the UK-US Data Bridge where the provider is certified under it, or the ICO's International Data Transfer Agreement or Addendum.

I do not sell your information, and I do not share it with anyone for their own marketing.

How long I keep it

Clinical records are kept for eight years after your last contact with me, in line with the NHS Records Management Code of Practice for adult health records, and then securely deleted.

Payment and financial records are kept for as long as HMRC requires.

Email list details are kept until you unsubscribe.

Contact form messages are deleted within 12 months.

How I keep it secure

Your information is stored on secure, password protected systems with access limited to me. Clinical records are kept separately from marketing data. Video consultations take place over an encrypted platform.

Cookies

This website does not use cookies, analytics or tracking. When you book an appointment you are taken to WriteUpp's booking page, which has its own cookie and privacy policy.

Your rights

Under UK data protection law you have the right to:

• Ask for a copy of the information I hold about you.
• Ask me to correct anything that is wrong or incomplete.
• Ask me to delete your information. For clinical records I may need to keep them for the full retention period, and I will explain why if so.
• Ask me to restrict or stop using your information in certain circumstances.
• Ask for your information in a format you can take elsewhere.
• Withdraw your consent at any time, where I rely on it, including unsubscribing from emails.

To use any of these rights, email me at thepelvicfloorclinic@outlook.com. I will respond within one month, and there is no charge.

Complaints

If you are unhappy with how I have handled your information, please contact me first and I will do my best to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes to this policy

I may update this policy from time to time. The date at the top shows when it was last changed.